ESPOND 


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EDITION 


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COMMERCIAL  CORRESPONDENCE 

AND 

POSTAL  INFORMATION 


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THE  MACMILLAN  COMPANY 

NKW  YORK    •    BOSTON   •    CHICAGO  •    DALLAS 
ATLANTA   •    SAN   FRANCISCO 

MACMILLAN  &  CO.,  Limited 

LONDON  •    BOMBAY   •    CALCUTTA 
MELBOURNE 

THE  MACMILLAN  CO.  OF  CANADA,  Ltd. 

TORONTO 


MACMILLAN'S    COMMERCIAL    SERIfi^Si  '> 


COMMERCIAL   COERESPONDENCE 


AND 


POSTAL  INFORMATION 


BY 


CARL   LEWIS   ALTMAIEE 

DIRECTOR,    DEPARTMENT   OF   COMMERCE    AND   FINANCB 
DREXEL    INSTITUTE,    PHILADELPHIA 


NEW  AND  REVISED  EDITION 


THE   MACMILLAN   COMPANY 
1913 

AU  rights  reserved 


:iy 


^t 


-P" 


Copyright,  1904,  191S, 

Bt  the  macmillan  company. 

Set  up  and  electrotyped.     Published  October,  1913. 

eogCATION  DEP 


NorinooD  ^ress 

J.  8.  Cashing  Co.  —  Berwick  &,  Smith  Co. 

Norwood,  Mass.,  U.S.A. 


PREFACE 

When  asked  to  teach  Commercial  Correspondence 
some  years  ago,  the  writer  found  his  task  most  difficult 
and  unsatisfactory.  There  were  no  books  that  treated 
the  subject  beyond  the  mechanical  arrangement  of  a 
letter,  with  rules  on  punctuation,  capitalization,  gram- 
mar, and  penmanship.  Though  all  books  on  rhetoric 
emphasize  the  importance  of  letter  writing,  they  give  no 
adequate  treatment  of  the  subject;  and  such  exercises  as 
they  furnish  are  generally  trivial,  meager,  inadequate, 
as,  for  example,  "  write  a  letter  purporting  to  be  from  an 
aged  doll";  "write  a  letter  dropped  from  a  balloon"; 
"write  a  letter  applying  for  a  position  as  first  mate  on 
a  steamer,  giving  such  particulars  as  would  be  likely 
to  be  required";  etc. 

There  is  no  more  useful  accomplishment  than  the  ability 
to  write  a  good  letter.  It  is  generally  regarded  as  a  guar- 
antee of  other  abilities  and  frequently  serves  to  secure  for 
one  a  favorable  introduction  into  the  business  world.  The 
extension  of  higher  commercial  education  and  the  increase 
in  the  amount  of  business  that  is  transacted  by  correspond- 
ence, both  require  that  serious  study  be  given  to  this  sub- 
ject. As  teacher  and  student  must  have  material  with 
which  to  work,  this  book  is  submitted  as  presenting  a 
course  which  is  full,  defini]^,  and  practical. 


Vi  PREFACE 

The  Chapter  on  Postal  Information  contains  such  facts 
as  should  be  known  by  all.  It  has  been  prepared  in 
consultation  with  various  post-office  officials.  Records 
of  the  post  office  and  the  experience  of  every  business 
house  demonstrate  the  necessity  for  more  general  and 
accurate  knowledge  of  our  postal  arrangements. 

The  author  desires  to  make  grateful  acknowledgments 
for  courtesies  extended  to  him  by  Dr.  James  MacAlister, 
President  Emeritus  of  Drexel  Institute;  Mr.  Thomas 
Smith,  of  Drexel  Institute ;  to  Miss  Alice  Bancroft,  for 
invaluable  services  rendered  in  the  preparation  of  the 
manuscript ;  and  especially  to  the  editor.  Dr.  Cheesman 
A.  Her  rick,  whose  suggestions  and  advice  always  proved 
helpful. 

The  plain  business  writing  shown  in  the  letters,  and  the 

engraver's  script  shown  in  the  formal  notes,  were  done  by 

Mr.  Charlton  V.  Howe,  of  Philadelphia.     The  envelope 

forms  were  written  by  Mr.   H.   W.   Flickinger,  also  of 

Philadelphia. 

C.  L.  A. 

Dbexel  Institutk, 
September,  1913. 


CONTENTS 

CHAPTER  PAGE 

I,     Introduction.     Importance  of  the  Subject     ...       1 
II.     The  Technique  of  a  Business  Letter       ....       7 

1.  The  Form    . 8 

(a)  Heading 10 

(6)  Introduction 11 

(c)  Salutation 11 

id)  Body 11 

(e)  Complimentary  Close 11 

2.  The  Use  of  Titles 15 

3.  Signature 18 

4.  Abbreviations  used  in  Correspondence       .        .        .24 

5.  The  Meaning  and  Use  of  Degrees       .        .        .        .26 

6.  Capitalization 29 

7.  Use  of  Figures 32 

8.  Punctuation 34 

9.  Paragraph 38 

10.  Correct  Usage  in  addressing  Government  Officials      .     44 

11.  Correct  Forms  in  addressing  Envelopes      .         .         .48 

12.  Folding  Letters 53 

13.  Letters  containing  Inclosures 54 

14.  Correspondence  :  How  handled 60 

(a)  Incoming  Letters 61 

(6)  Outgoing  Letters 61 

(c)  Press  Copying 62 

(d)  Carbon  Copying        .         .         .         .    -    .         .62 

15.  Miscellaneous  Hints 63 

vii 


viii  CONTENTS 

CHAPTER  PAGE 

III.  The  Composition  of  a  Business  Letter  ....  66 

1.  Elements 67 

(a)  Clearness 69 

(6)  Terseness 69 

(c)  Coherency 73 

(d)  Completeness 73 

(e)  Exactness 74 

(/)  Method 76 

(g)  Courtesy 78 

2.  Structure 79 

IV.  Letters  of  Inquiry  and  Information         ....  82 
V.   Letters  ordering  Goods      .         .         .         .         .         .         .  90 

VI.   Requests  for  Payment 98 

Vll.    Letters  of  Introduction 112 

VIII.   Letters  of  Recommendation 114 

IX.   Salesmanship  and  Circular  Letters         ....  123 

X.   Letters  of  Application 134 

XI.   Telegrams,  Cablegrams 140 

XII.   The  Making  of  Contracts  by  Mail  and  by  Telegraph  148 

XIII.  Miscellaneous  Exercises 160 

XIV.  Letters  Other  than  Business 172 

1.  Formal  Notes 174 

2.  Letters  of  Congratulation .        .        .        .        .        .  180 

3.  Letters  of  Condolence 182 

4.  Letter  acknowledging  the  Receipt  of  a  Present         .  183 

XV.   Letter  Filing  and  Card  Indexing     .        .         •         .         .  186 

XVI.   Postal  Information 197 

1.  The  Growth  of  the  Post  Office 197 

2.  The  Organization  of  the  Post  Office  .        .        .        .201 

3.  Money-order  Division 202 

(a)  Domestic  Money  Order 202 

(b)  Indorsement  of  Money  Order  ....  206 

(c)  Loss  of  Money  Order 206 

(d)  Payment  of  Invalid  Domestic  Orders      .        .  206 


CONTENTS  ix 

PAGE 

4.  International  Money  Orders 207 

5.  The  Registry  System 210 

(a)  How  to  register  Letters  and  Parcels       .        .211 

(&)  Reclaiming  of  a  Registered  Letter  or  Parcel  .  213 

(c)  Indemnity  for  Lost  Articles    ....  214 

(d)  Registry  at  Door 215 

(e)  Claims  for  Indemnity :  How  made         .        .  216 

6.  Dead-letter  Office 216 

(a)  "  Dead  Matter "  :  How  treated      .        .        .217 

(6)  How  to  recover  Lost  Mail  Matter  .        .        .  221 

(c)  Dead-letter  Office  Sales 222 

7.  Special  Delivery  Service 223 

8.  Parcel  Post  Law 223 

9.  Rural  Free  Delivery  Service 233 

(a)  Objects  and  Benefits 233 

(6)  How  established 234 

10.  Miscellaneous  Information 235 

(a)  Division  of  Mail  Matter  and  Rates  of  Postage  235 

(&)  Unmailable  Matter 238 

(c)  Stamps 239 

(d)  Stamped  Envelopes 240 

(e)  Postal  Cards 240 

(/)  How  to  recall  Letters 242 

(g)  General  Delivery 242 

(h)  The  Universal  Postal  Union    .        .        .        .243 

11.  Postal  Savings  Bank 248 

Index 261 


ILLUSTRATIONS 


Model  Forms  of  Letters 10,  13,  39,  91,  135 

Model  Forms  of  Envelope  Addresses  .        .        44,  46,  50,  51,  52,  115 

Formal  Notes 174,  175 

Specimen  Letters  of  Famous  Men 176,  et  seq. 

Filing  Systems -    186,  et  seq. 

Twentieth  Century  Mail  Train 198 

Facsimiles  of  Dead-letter  Envelopes 219,  et  seq. 

Map  showing  Parcel  Post  Zone  System 226 

Parcel  Post  Insurance  Tag 230 

Universal  Postal  Union  Map between  242  and  243 


EDITOR'S  INTRODUCTION 

English  may  be  studied  to  give  knowledge  of  the 
evolution  of  the  language,  to  furnish  information  of  past 
ages,  to  develop  the  aesthetic  sense,  to  stimulate  the 
imagination ;  and  it  has  also  come  to  be  recognized  that 
it  should  be  studied  to  give  facility  in  the  use  of  the 
language  as  a  "tool."  The  overteaching  of  literature, 
to  the  neglect  of  the  more  practical  aspects  of  English 
study,  has  brought  forth  many  criticisms  upon  the  meth- 
ods of  the  schools,  and  it  is  to  obviate  these  criticisms 
that  composition  instruction  has  so  noticeably  increased 
in  recent  years. 

The  book  which  Mr.  Altmaier  has  prepared  is  an  out- 
growth of  the  composition  idea.  It  furnishes  unmis- 
takable directions  for  numerous  short  exercises.  These, 
it  is  believed,  are  definite  and  practical,  and  they  do  not 
lose  in  value  for  composition  purposes  by  being  put  in 
the  form  of  letters.  The  exercises  provide  the  kind  of 
composition  work  that  students  will  be  required  to  do 
when  they  go  out  from  school. 

A  leading  review  properly  raises  the  question  of  the 
moral  responsibility  of  teachers  who  give  young  people 
composition  subjects  entirely  beyond  them,  and  who  thus 
encourage  students  in  the  wholesale  copying  from  ency- 
clopaedias and  like  books.  Definite  subject  matter  that 
will  put  the  young  writer  on  his  own  resources  is  not 
easily  secured.  The  present  book  may  fairly  be  said  to 
supply  a  goodly  amount  of  composition  material  of  the 
right  sort.     Much  of  it  is  drawn  from  actual  letters,  and 


xii  EDITOR'S  INTRODUCTION 

the  remainder  is  improvised  from  a  study  of  business 
situations.  Where  the  subject  of  a  letter  is  likely  to 
be  foreign  to  the  student's  experience,  information  is 
furnished  him,  so  that  he  may  be  sure  of  his  ground. 
Actual  situations  which  the  book  presents  give  consid- 
erable insight  into  the  customs  and  laws  of  business. 

All  of  the  exercises  have  been  used  in  the  classroom, 
and  they  have  been  modified  to  suit  the  needs  of  the 
learners.  The  book  supplies  material  for  outside  study 
and  practice,  with  one  hour  of  recitation  per  week  for 
one  year,  or  two  hours  per  week  for  one  half  year. 
In  the  secondary  school  the  book  will  likely  find  its 
proper  place  in  the  second  year.  It  is  suggested  that 
unless  exercises  are  very  well  done  in  the  first  writing, 
students  should  revise  and  rewrite  them  after  criticisms 
from  the  teacher.  Each  student's  work  as  approved 
should  be  filed  in  regular  order  and  kept  as  evidence  of 
his  accomplishment.  For  the  filing,  daily  report  boxes, 
or  large  envelopes,  or  a  vertical  letter  file  rnay  be  used. 
The  keeping  of  a  student's  work  is  stimulation  for  him 
to  do  better  work. 

So  certain  have  become  the  demands  for  correct  letter 
writing  that  schools  cannot  afford  to  ignore  them,  neither 
can  they  afford  to  leave  instruction  in  correspondence  to 
incidental  and  haphazard  methods  in  connection  with 
other  subjects.  To  write  a  good  letter  becomes  almost 
a  first  requisite  for  intellectual  and  social  recognition,  or 
for  business  success.  Didactic  instruction  and  practice 
in  school  may  contribute  much  towards  acquiring  facility 
in  letter  writing. 

As  long  ago  as  1717  Thomas  Watts,  in  his  essay  on 
The  Proper  Method  for  Forming  the  Man  of  Busmess^  set 
forth  that  the  business  man  should  be  master  in  the 
"propriety   of   expression."     The   same   essay  fixed   the 


EDITOR'S  INTRODUCTION  xiii 

standard  for  business  letters  as  "  short  and  familiar,  neat 
and  significant";  "concise,  perspicuous,  and  natural"  are 
the  qualities  suggested  by  Watts.  It  is  hoped  that  the 
instruction  from  the  present  work  will  at  least  enable 
students  to  come  up.  to  the  standard  of  this  old  worthy. 

The  educational  value  of  careful  study  of  letter  writing 
cannot  fail  to  be  great.  A  letter  that  meets  a  situation  or 
covers  a  case  represents  the  kind  of  writing  that  makes  "  an 
exact  man."  Readiness  of  speech,  accuracy,  and  brevity 
are  the  qualities  to  be  obtained  by  letter  writing.  Let 
students  try  the  writing  of  letters  in  different  ways,  and 
practice  the  omission  of  all  unnecessary  words.  It  will 
take  much  practice  to  strike  the  mean  of  the  proper  length 
of  letters,  as  well  as  to  get  exactly  the  right  material 
into  them. 

A  more  intelligent  and  general  use  of  the  mails  by 
business  men  would  save  their  time  and  facilitate  their 
work.  Often  matters  that  take  much  longer  in  inter- 
views could  be  disposed  of  in  a  moment  by  letter.  Sir 
Arthur  Helps  thought  he  saw  in  the  interview  a  device 
of  indolent  people  who  wish  to  escape  from  the  exhaus- 
tion of  thinking  closely  and  expressing  their  thoughts 
with  precision.  An  interview  is  at  times  necessary,  but 
wherever  a  situation  can  safely  be  met  by  correspondence, 
it  is  better  so  to  meet  it. 

Many  of  the  details  mentioned  in  this  book  may  seem 
of  slight  consequence,  but  if  they  are  disregarded  they 
immediately  become  momentous.  It  is  the  accumula- 
tion of  trifling  things  that  makes  perfection  if  they 
are  regarded,  or  failure  if  they  are  neglected.  People 
cannot  be  too  careful  in  such  particulars  as  the  selec- 
tion and  preparation  of  stationer}^  the  filing  of  copies  of 
outgoing  letters  and  of  incoming  letters.  There  is  need 
for  instruction  in  these  important  matters.     Knowledge 


xiv  EDITOR'S  INTRODUCTION 

of  postal  regulations  is  also  necessary.  United  States 
consuls  and  other  agents  in  foreign  parts  report  continual 
annoyance  brought  upon  foreign  correspondents  of  our 
merchants  because  of  insufficient  postage.  When  it  is 
remembered  that  in  the  Universal  Postal  Union  double 
the  shortage  of  postage  is  charged  as  a  fine,  it  can  be 
seen  that  foreigners  may  properly  resent  being  punished 
because  of  ignorance  or  neglect  of  Americans.  One  con- 
sul writes  that  not  only  is  he  required  to  pay  extra  post- 
age on  communications  to  him  from  those  in  the  United 
States  seeking  information  of  the  district  in  which  he 
resides,  but  he  has  demands  upon  him  to  make  good  the 
losses  entailed  by  foreigners  because  of  postage  shortage. 
More  instruction  on  the  subject  with  which  this  book 
deals  will  make  less  frequent  the  report,  "  Trade  lost 
from  inadequate  postage.'* 

The  large  use  of  dictation  makes  desirable,  if  not  im- 
perative, that  those  who  serve  as  amanuenses  shall  be 
trained  in  the  art  of  letter  writing.  Such  training  will 
enable  a  shorthand  writer  to  take  a  hurried  dictation, 
and  present  it  with  proper  punctuation  and  sentence  and 
paragraph  structure.  It  is  not  too  much  to  hope  that 
more  and  better  instruction  in  commercial  correspondence 
will  enable  the  stenographer  to  compose  letters,  so  that 
brief  memoranda,  either  indorsed  on  the  letter  to  be  an- 
swered or  dictated,  may  be  sufficient  to  guide  in  handling 
the  correspondence.  If  so,  considerable  time  of  a  man 
valuable  in  business  would  be  saved,  which  time  might  be 
utilized  in  extending  and  perfecting  the  business. 

This  book  is  offered  in  the  belief  that  it  supplies  a 
present  need  for  school  instruction,  and  also  that  it  will 
be  useful  as  a  guide  to  those  already  in  business. 

C.  A.  H. 

1913. 


COMMERCIAL    CORRESPONDENCE   AND 
POSTAL  INFORMATION 

CHAPTER   I 

IMPORTANCE  OF  THE  SUBJECT 

Joseph    Addison,    the    most    graceful    of    English 
essayists,  wrote :  — 

"  I  cannot  forbear  mentioning  a  particular  which  is 
of  use  in  every  station  of  life,  and  which,  methinks, 
every  master  should  teach  his  scholars ;  /  mean  the 
loriting  of  letters.  To  this  end,  instead  of  perplexing 
them  with  Latin  epistles,  themes,  and  verses,  there 
might  be  a  punctual  correspondence  established  between 
two  boys,  who  might  act  in  any  imaginary  parts  of 
business,  or  be  allowed  sometimes  to  give  a  range  to 
their  own  fancies,  and  communicate  to  each  other  what- 
ever trifles  they  thought  fit,  provided  neither  of  them 
ever  failed  at  the  appointed  time  to  answer  his  cor- 
respondent's letter.  I  believe  I  may  venture  to  affirm, 
that  the  generality  of  boys  would  find  themselves  more 
advantaged  by  this  custom,  when  they  come  to  be  men, 
than  by  all  the  Greek  and  Latin  their  masters  can  teach 
them  in  seven  or  eight  years.  The  want  of  it  is  very 
visible  in  many  learned  persons,  who,  while  they  are 
admiring  the  styles  of  Demosthenes  or  Cicero,  want 
phrases  to  express  themselves  on  the  most  common 
occasions." 

B  1 


.2         ,    .        COMMERCIAL  CORRESPONDENCE 

..President    Hadley    of    Yale    University  said    in    a 
.piiblrc  -addre's's  V-i— 

"  One  may  be  a  graduate  of  a  university  and  not  be 
able  to  write  a  good  business  letter." 

Two  centuries  separate  these  expressions,  yet  what 
a  similarity  in  thought !  One  is  written  in  the  re- 
fined, leisurely,  and  ceremonious  English  of  the  age 
of  post-chaises  and  sailing  boats ;  the  other  is  in  the 
concise,  compact,  vigorous  English  of  the  age  of  the 
telegraph,  the  telephone,  and  the  steam  engine.  Ad- 
vanced education  gives  culture,  with  appreciation  of 
higher  arts  and  large  affairs,  but  it  often  overlooks 
training  in  those  minor  practical  usages  so  valuable 
to  all  men. 

If  training  in  letter  writing  was  needed  in  the 
eighteenth  century  when  post  offices  were  scarcely 
heard  of,  how  much  more  is  it  needed  in  the  twentieth 
century  when  the  post  reaches  the  uttermost  parts  of 
the  earth,  and  when  the  larger  share  of  the  world's 
business  is  transacted  by  correspondence.  Every  one 
in  these  days  must  expect  to  have  more  or  less  letter 
writing  to  do.  Though  one  may  never  be  required  to 
write  a  literary  criticism,  a  biography,  or  any  form  of 
extended  composition,  he  will  surely  have  to  write 
letters ;  and  not  to  be  able  to  do  this  intelligently 
and  effectively  is  not  only  discreditable  intellectually 
and  socially,  but  will  prove  a  serious  hindrance  to  the 
advancement  of  his  material  interests. 


IMPORTANCE  OF  THE   SUBJECT  3 

Business  correspondence  is  one  form  of  business  in- 
tercourse. It  is  important  that  business  intercourse, 
whether  by  letter,  telephone,  or  in  person,  should  be 
conducted  in  good  form  and  in  a  courteous  manner. 
The  manner  in  which  a  thing  is  done  has  more  influ- 
ence than  is  commonly  imagined.  Mankind  is  gov- 
erned by  opinion ;  this  opinion  is  as  much  influenced 
by  appearances  as  by  realities.  The  reputation,  stand- 
ing, and  good  will  of  a  business  follow  as  much  from 
tlie  manner  in  which  correspondence  is  conducted,  and 
the  style  of  a  letter,  as  from  work  performed  or  the 
quality  of  goods  handled.  Generally  speaking,  the 
faults  in  correspondence  are  due  not  to  difficulty  so 
much  as  to  carelessness  and  lack  of  training. 

To  be  able  to  write  a  good  business  letter  requires 
some  knowledge  of  technical  English,  the  rules  of 
capitalization,  and  of  punctuation ;  familiarity  with 
business  customs;  ability  to  grasp  a  business  proposi- 
tion in  its  entirety  ;  quickness  in  separating  essentials 
from  non-essentials ;  and  practice  in  writing  on  busi- 
ness subjects  in  an  orderly,  direct,  clear,  complete,  and 
concise  manner.  A  proper  study  of  this  text  will,  it 
is  believed,  give  the  information,  practice,  and  training 
necessary  for  acquiring  all  these. 

That  the  people  of  the  United  States  need  technical 
instruction  in  letter  writing  and  more  knowledge  of 
our  post-office  organization  and  practice  is  shown  by 
the  experience  of  the  mail-order  department  of  every 


4  COMMERCIAL  CORRESPONDENCE 

large  business  house,  and  by  the  record  of  the  Dead- 
Letter  Office.  The  business  manager  of  a  widely 
circulating  magazine  reports  that  he  started  recently 
a  new  department  where  he  employs  fifteen  tj^pists ; 
of  these,  three  are  rendered  necessary  by  the  mistakes, 
shortcomings,  and  carelessness  of  correspondents. 
Still  more  grave  are  the  reports  from  the  government. 
Over  thirty  thousand  pieces  of  mail  matter  are  sent 
daily  to  the  Dead-Letter  Office.  This  leads  to  incon- 
venience and  misunderstanding  of  correspondents  and 
a  yearly  loss  of  thousands  of  dollars  in  money  and 
valuables  —  all  because  of  carelessness  or  ignorance 
of  letter  writers. 

A  scene  like  the  following  is  reenacted  scores  of 
times  every  day  in  this  country :  the  head  of  a  great 
firm  glances  through  a  pile  of  letters.  He  quickly 
throws  away  all  but  a  half-dozen.  "Slovenliness,"  he 
says.  Then  he  carefully  reads  the  six  and  makes  his 
final  selection.  "A  very  excellent  letter"  is  his  com- 
ment; "well  written,  aptly  phrased,  correctly  punctu- 
ated, and  altogether  attractive."  And  the  writer  of 
that  letter  receives  an  appointment  that  means  oppor- 
tunity and  liberal  compensation. 

In  brief,  the  ability  to  write  a  good  business  letter 
cannot  be  overestimated.  Already  a  large  part  of  the 
business  of  the  world  is  done  by  correspondence,  and 
this  method  of  transacting  business  is  increasing  year 
by  year ;  first,  because  of  its  convenience,  celerity,  and 


IMPORTANCE  OF  THE  SUBJECT  5 

certainty ;  secondly,  because  the  typewriter,  the  dupli- 
cating apparatus,  the  card  catalogue,  and  the  filing 
system  now  enable  a  business  man  to  keep  in  touch 
with  thousands,  with  greater  ease  than  was  possible, 
under  old  methods,  with  hundreds ;  and,  thirdly,  be- 
cause of  constant  improvements  in  the  postal  service 
to  meet  the  advancing  needs  of  the  public.  The  most 
recent  developments  in  the  postal  service  are  in  the 
rural  free  delivery,  the  postal  savings  system,  and  the 
parcel  post,  which  benefit  all  the  people  of  the  United 
States:  the  farmer,  by  increasing  the  value  of  his 
farm  products  through  closer  touch  with  the  markets; 
the  merchant,  by  enabling  him  to  reach  more  readily 
so  profitable  a  customer  as  the  farmer;  and  all,  in 
enlarged  business,  social,  and  educational  benefits. 

The  establishment  of  the  postal  savings  system  and 
of  the  parcel  post  in  this  country  are  causing  the 
people  of  the  United  States  to  study  more  intimately 
and  to  appreciate  more  fully  their  postal  system. 
They  are  beginning  to  realize  that  the  post  office  is  a 
wonderful  business  organization,  and  that  upon  its 
successful  operation  much  of  their  domestic  happiness, 
social  intercourse,  and  business  success  depends. 
They  are  awakening  to  the  fact  that  they  are  stock- 
holders in  this  vast  enterprise,  and  that  the  dividends 
are  not  payable  annually  or  semi-annually,  but  daily. 

Since,  therefore,  the  post  office  is  the  means  of 
carrying  on  correspondence,  extending  social  and  edu- 


6  COMMERCIAL   CORRESPONDENCE 

cational  intercourse,  and  stimulating  all  departments 
of  trade,  knowledge  of  the  manner  in  which  it  is 
conducted  should  be  general.  Such  knowledge  is  not 
as  common  as  it  should  be,  for  statistics  show  that 
people  display  an  amazing  ignorance  and  carelessness 
in  the  use  of  post-office  facilities.  They  confide  to 
the  ordinary  mail,  jewelry  and  valuable  papers  with 
perfect  confidence  in  the  integrity  and  care  of  the 
postal  officials,  and  with  profound  faith  in  the  cer- 
tainty of  receipt  by  the  addressee.  To  illustrate : 
recently  an  ordinary  letter  containing  $1400  in  cur- 
rency reached  the  Detroit  office,  and  it  is  one  of  the 
traditions  of  the  same  office  that  an  envelope  contain- 
ing $36,000  in  unregistered  United  States  bonds  was 
safely  delivered,  although  it  was  both  unsealed  and 
unregistered. 

The  need  of  clear  letter  writing,  and  of  a  more 
intelligent  use  of  the  postal  facilities,  is  evident. 
The  present  work  has  been  prepared  in  the  hope  of 
contributing  to  the  means  for  better  instruction  in 
letter  writing,  and  also  to  a  wider  knowledge  of  the 
postal  system. 


CHAPTER  II 

THE  TECHNIQUE  OF  A  BUSINESS  LETTER 

In  writing  a  letter  the  most  natural  course  is  to 
consider  first,  the  business  proposition  and  diction  ; 
and  then  the  technique,  or  the  details  of  mechanical 
form  or  arrangement ;  but  in  presenting  the  subject 
here  it  is  more  logical  to  consider  first,  the  technique, 
or  the  details  of  form  or  aiTangement ;  and,  then,  the 
business  proposition  and  diction. 

The  manner  of  arranging  the  various  parts  of  a 
letter  may  seem  unimportant  when  the  document  is 
considered  merely  as  a  medium  of  communication ; 
yet  certain  forms  of  arrangement  are  recognized  as 
convenient  and  customary ;  and  since  these  forms 
have  become  established,  and  since  the  observance  of 
them  facilitates  correspondence  and  secures  better 
method  in  letter  writing,  it  is  important  that  the 
writer  should  be  familiar  with  them  and  should 
understand  their  purpose. 

The  first  essentials  of  a  good  letter  are  clear 
writing,  neat  arrangement,  and  correct  spelling.  One 
who  writes  a  distinct,  legible  hand,  observes  good 
forms,  and  spells  correctly  may  indeed  make  serious 
rhetorical  blunders,  and  express  his  ideas  in  a  con- 

7 


8  COMMERCIAL  CORRESPONDENCE 

fused  way ;  but  he  has  at  least  made  sure  of  three 
important  and  easily  acquired  habits.  A  letter  defi- 
cient in  these  essentials  always  makes  a  bad  impres- 
sion. Too  frequently  letter  writers  are  indifferent  to, 
or  ignorant  of,  the  value  of  these  essentials.  Excel- 
lence, therefore,  should  be  exacted  in  these  three 
things.  The  student  should  be  impressed  with  the 
thought  in  letter  writing  that  what  is  worth  doing  at 
all  is  worth  doing  with  care,  and  care  includes  at 
least  a  plain  hand,  correct  spelling,  with  adequate 
punctuation  and  neatness  of  general  appearance. 

The  widespread  use  of  the  typewriter  has  given  an 
importance  to  the  technique  of  letter  writing  that 
it  did  not  formerly  possess.  Errors  in  form,  punctua- 
tion, spelling,  etc.,  which  in  the  hand-written  letter 
are  often  unnoticed,  in  the  printed  letter  become  glar- 
ing and  irritating. 

For  convenience  in  considering  the  form  or  arrange- 
ment of  the  letter  it  may  be  divided  into  six  parts, 

namely :  — 

1.  The  heading. 

2.  The  introduction. 

3.  The  salutation. 

4.  The  body  of  the  letter. 

5.  The  complimentary  close. 

6.  The  signature. 

Model  forms  of  arranging  and  punctuating  these 
various  parts  are  shown  in  the  following  illustrations 
in  outline  and  in  full :  — 


THE   TECHNIQUE   OF  A  BUSINESS  LETTER 


BUSINESS  FORM 


HEADING 

NAME                                             1 

INTRODUCTION 

STREET  ADDRESS 

CITY  AND  STATE 

SALUTATION 

BODY  OF  LETTER 

(The  complimentary  close  should           COMPLIMENTARY  CLOSE 
always  begin  in  the  center  of 
the  page  regardless  of  the  end- 
ing of  the  last  Une  of  the  letter.^                                        SIGNATURE 

10  COMMERCIAL  CORRESPONDENCE 

WRITTEN   LETTER 


^0) 


(2)  3^/2n^.Jtli^4- 


(3)  i£U/>ttu/y>z^^ru: 


(6J 


The  heading  (1)  is  the  name  of  the  place  from 
which  the  letter  is  sent,  with  the  date.  It  may 
occupy  one,  two,  or  three  lines,  depending  upon  the 
fullness  of  the  address  and  the  judgment  of  the 
writer.  In  writing  the  date  it  is  preferable  to  write 
the    name   of   the   month    instead    of    indicating   it 


THE   TECHNIQUE  OF   A  BUSINESS  LETTER         11 

by  a  numeral  as  is  sometimes  done.  Thus  it  is  better 
practice  to  write  March  22,  19 — ,  than  to  write  3/22, 
19 — .  No  one  likes  to  be  put  to  the  trouble  of  recon- 
structing the  date  in  his  mind.  The  date  should  never 
be  omitted,  as  it  frequently  becomes  important  and 
often  is  the  sole  means  of  correctly  interpreting  a  letter. 

The  introduction  (2)  is  the  name  of  the  person  to 
whom  the  letter  is  written,  with  the  address.  If 
possible,  the  introduction  should  be  kept  on  three 
lines.  The  name  of  the  addressee  should  occupy  the 
first  line ;  the  street  address,  the  second  line ;  and 
the  city  and  state,  the  third  line.  If  a  separate  line 
be  given  to  the  state,  the  name  of  the  state  should 
preferably  be  written  in  full. 

The  salutation  (3)  is  the  formal  address;  as.  Dear 
Sir :  Gentlemen :  My  dear  Sir :  etc.  The  rule  for 
capitalizing  the  salutation  is  to  capitalize  the  first 
and  last  word.  A  colon  is  placed  after  a  formal 
salutation,  and  a  comma  after  an  informal  salutation ; 
as,  Dear  Sir ;  Dear  Friend,. 

The  hody  of  the  letter  (4)  is  the  text  or  subject 
matter  of  the  letter. 

The  complimentary  close  (5)  is  the  formal  ending  of 
the  letter,  e.g.,  Yours  truly.  Yours  respectfully.  Very 
truly  yours,  etc.  Capitalize  the  first  word  only  of  the 
complimentary  close. 

The  nature  of  the  salutation  and  the  complimen- 
tary close  depends  upon  the  cordiality  of  the  relations 


12  COMMERCIAL  CORRESPONDENCE 

existing  between  the  writer  and  the  person  written  to. 
Thus  "  Dear  Sir  "  and  "  Yours  very  truly  "  is  a  com- 
mon form  of  each  used  in  business  letters.  "  Dear 
Friend  "  and  "  Yours  sincerely  "  is  a  common  form  of 
each  used  in  writing  to  a  friend.  These  will  be  varied, 
of  course,  according  to  the  judgment  of  the  writer. 

Another  form  of  arranging  these  various  parts  is 
shown  in  the  accompanying  illustrations  in  outline 
and  in  full :  — 

MILITARY  OR  OFFICIAL  AND  SOCIAL  FORM 


HEADING 


SALUTATION 


BODY  OF  LETTER 


COMPLIMENTARY  CLOSE 


SIGNATURE 

NAME 


ADDRESS 


THE   TECHNIQUE   OF  A   BUSINESS   LETTER         13 


DEPARTMENT    OF 


Office  of  the   Secretary 
Washington 

Personal.  May    I,    19- 


My  dear  Sir : 

I  am  in  receipt  of  your  letter  of  April  30, 
concerning    forms    in    commercial    correspond- 
ence, and   have  taken   pleasure  in   replying  to 
your  several  inquiries  on  the  Inclosed  cards. 
Very  truly  yours, 


Mr.   Charles  T.    Henry, 

Care  of  the    League  Club, 
Chicago,    III. 

Inclosures. 


Here  it  will  be  observed  that  the  introduction,  that 
is,  the  name  and  address  of  the  person  to  whom  the 
letter  is  written,  is  placed  in  the  lower  left-hand  cor- 
ner of  the  letter  sheet.  This  is  called  the  military 
form  and  it  is  used  in  the  official  correspondence  be- 
tween officers  of  the  government  and  by  Cabinet  offi- 


14  COMMEKCIAL  CORRESPONDENCE 

cials.     It  is  considered  the  best  form  for  personal  and 
social  correspondence. 

The  foregoing  details  relate  to  matters  of  form. 
Sometimes  the  recipient  of  a  letter  may  be  expected 
to  disregard  errors  of  form  and  overlook  any  mistakes 
in  grammar,  punctuation,  capitalization,  and  spelling. 
But  when  one  is  requesting  a  favor,  or  soliciting 
business,  —  and  a  large  part  of  letter  w^riting  is  con- 
ducted for  that  purpose,  —  the  attitude  of  the  recipient 
is  altogether  different ;  he  then  becomes  critical  and 
even  captious,  and  no  art  or  attention  to  detail  which 
will  make  a  favorable  impression  on  him  is  too 
insignificant  to  employ. 

Exercise  1 

Draw  in  outline  a  form  for  a  business  letter,  indicating  the  parts  by 
name. 

Exercise  2 

Draw  in  outline  a  form  for  an  official  or  social  letter,  indicating  the 
parts  by  name. 

Exercise  3 
Arrange,  punctuate,  and  capitalize  the  following  headings :  — 

1.  council  bluffs  iowa  december  119  — 

2.  at  hens  ga  december  2  19  — 

3.  augusta  me  december  3  19  — 

4.  32  spring  lane  bradford  pa  feb  25  19  — 

5.  20  chestnut  st  Philadelphia  pa  feb  26  19  — 

6.  30  michigan  boulevard  Chicago  ill  nov  30  19  — 

7.  192  market  st  san  francisco  cal  december  4  19  — 

8.  119  state  st  boston  mass  January  119  — 

9.  boston  building  denver  colo  January  2  19  — 


THE  TECHNIQUE  OF  A  BUSINESS  LETTER  15 

10.  grand  rapids  mich  January  3  19  — 

11.  Worcester  mass  January  31  19  — 

12.  190  broadway  new  york  n  y  January  31  19  — 

13.  st  paul  minnesota  february  1  19  — 

14.  21?  main  st  Syracuse  n  y  december  3  19  — 

THE   USE   OF   TITLES 

Mr.  The  title  of  Mr.  is  given  to  all  men  who 

have  no  other  distinctive  title ;  as,  Mr. 
Thomas  Seabury.  Use  as  salutation,  "Dear 
Sir:" 

Esq.  In  the  United  States  the  title  of  Esquire 

is  given  especially  to  lawyers  and  justices 
of  the  peace,  and  very  often  to  any  man 
as  a  mark  of  respect ;  as,  John  Brandt, 
Esq.  Use  as  salutation,  "  Dear  Sir : " 
Never  write  Mr.  John  Smith,  Esq. 

Messrs.  The    title  of    Messrs.   is    given    to  firms. 

Thus,  Messrs.  Smith  &  Jones ;  Messrs. 
Jones  &  Co.  Use  as  salutation,  "  Gentle- 
men :  "  or  "  Dear  Sirs  :  " 

'Rev.  Clergymen    have    the    prefix    Rev.,    Rev. 

Charles  H.  Parkhurst.  Use  as  salutation, 
"Dear  Sir:" 

Hon.  Judges,  members  of  the  Cabinet,  members 

of  Congress,  mayors,  and  all  other  high 
officers  of  the  government  have  the  prefix 
Honorable.  Hon.  John  Hay.  Use  as  saluta- 
tion, "Sir:" 


16  COMMERCIAL   CORRESPONDENCE 

Dr.  The  title  of  Doctor  is  given  to  Doctors 

of  Medicine,  Doctors  of  Philosophy  (Ph.D.), 
and  others  who  have  received  any  other 
academic  doctor's  degree ;  as,  Dr.  Franklin 
James.  Use  as  salutation,  "  Dear  Sir :  " 
Never  write  titles  twice ;  as. 

Dr.  Hugh  Hamilton,  M.D.  — 
or      Dr.  James  Houghton,  Ph.D. 

Prof.  The  title  of  Professor  is  given  to  one  who 

holds  a  professorship  in  a  university,  college, 
seminary,  or  other  institution  of  learning. 
When  using  the  title  do  not  add  any  title  of 
courtesy  to  name.  One  may  add,  however, 
an  academic  title,  as  Prof.  George  Valentine 
Nash,  Ph.D. 

Officers  of  the  Government.  There  are  no  titles  known 
under  the  laws  of  the  United  States  as 
attaching  to  any  of  the  Federal  officers. 
Custom,  however,  has  established  certain 
rules  which  it  is  well  to  follow.  The  Presi- 
dent should  be  addressed,  «'  The  President." 
All  correspondence  relating  to  the  different 
departments  should  be  addressed  to  the 
heads  thereof;  as,  for  instance,  "Secretary 
of  War,  Washington,  D.C.  Sir:"  The  Vice 
President  is  addressed  simply  as  "The 
Vice  President";  but  when  in  his  capacity 
as  President  of  the  Senate,  the  form  should 


THE   TECHNIQUE  OF  A  BUSINESS  LETTER         17 

be,  "  To  the  President  of  the  Senate."  The 
Speaker  of  the  House  of  Representatives 
should  be  addressed  simply  as  "  Speaker  of 
the  House  of  Representatives."  It  is  not 
essential  to  use  names,  it  being  customary 
to  address  the  office  rather  than  the  indi- 
vidual holding  it.  In  addressing  the  purely 
military  or  naval  bureaus  of  the  War  and 
Navy  departments,  the  heads  of  bureaus 
should  be  addressed  by  their  names,  using 
specific  titles ;  as.  Brig.  Gen.  Henry  C. 
Corbin,  Adjutant-General,  U.S.A.,  Washing- 
ton, D.C.     Sir : 

Superintendent,  Agent,  Cashier,  Treasurer,  Secretary. 

The  titles  Superintendent,  Agent,  etc.,  are 
written  after  the  name  ;  as,  — 

Mr.  Luther  Bent,  Superintendent, 
Blair  Nail  Works, 

Steelton,  Pa. 

Mr.  Samuel  Myers,  Agent, 
Ohio  Implement  Co., 

Columbus,  Ohio. 
Mr.  Franklin  Marshall,  Cashier, 
Tradesman's  Bank, 

Los  Angeles,  Cal. 

William  C.  Strawbridge,  Esq., 
903  Walnut  Street, 

Philadelphia,  Pa. 


18  COMMERCIAL   CORRESPONDENCE 

Henry  Whelen,  Jr.,  Esq.,  Treasurer, 
Academy  of  Fine  Arts, 
St.  Louis,  Mo. 
Signature.     In    law,  any    name,  mark,  symbol,  etc., 
may  be  a  signature.       It  may  be  written 
with  ink,  pencil,  rubber  stamp,  typewriter, 
charcoal,  in  fact,  with  any  kind  of  material, 
so  long  as   it   is  written   hy  the  individual 
with  the  ititention  of  its  heing  his  signature. 
One  may  use  any  symbol  as  a    signature. 
Thus,  if   one  should  indorse  a  promissory 
note,   not  with    his    own    name,  but   with 
numbers,  as  "1  2  8,"  he  would  be  liable, 
if    the    numbers '  are    in    his    handwriting, 
and  he  meant  that  they  should  bind  him. 
The  position  of  the  signature  is  immate- 
rial.    The  custom  of  placing  it  at  the  end 
of  the  letter  after   a   complimentary  close, 
should,  however,  be  followed. 

Of  course,  all  unconventional  methods  of 
signing  should  be  avoided.     Two  good  rules 
are :    Adopt  a  signature  and  stick  to  it,  and 
write  your  signature  clearly. 
Business  is  carried  on  by 
Corporations 
Partnerships 
Individuals 
Agents 


THE   TECHNIQUE  OF  A  BUSINESS  LETTER        19 

Corporation  Signature.  A  corporation  gets  its  name 
from  its  charter.  A  corporation  is  an  arti- 
ficial entity,  apart  from  the  persons  who 
compose  it.  "  It  cannot  act  in  its  own 
person,  for  it  has  no  person."  It  acts  by 
means  of  agents,  such  as  a  president,  one  or 
more  vice  presidents,  a  secretary,  a  treasurer, 
a  board  of  directors,  or  such  other  officers 
and  agents  as  tlie  corporation  may  appoint. 
Each  agent,  therefore,  has  authority  to 
sign  the  corporate  name  to  such  correspond- 
ence as  relates  to  matters  within  his  ex- 
press or  implied  authority  ;  e.g.^ 


The  Pie3^M  Manufaoiuring  Co 


President 


The  SacondNational  Bank 


--Cashier 
V     ^ 


The  Howard  Company 
hy 


Vnivex^aX^-y^^^xs^iyfter   Company 


20  COMMERCIAL  CORRESPONDENCE 

Partnership  Signatures.  For  convenience  a  firm 
usually  adopts  a  name  by  which  it  shall 
be  known.  The  business  of  a  firm  may 
be  carried  on  under  any  name  which 
the  partners  think  fit  to  adopt,  except 
that  by  statute,  in  some  states,  where  the 
designation  "  and  company  "  or  "  &  Co."  is 
used,  it  shall  represent  an  actual  partner  or 
partners,  and  the  violation  of  the  provision 
is  made  a  penal,  offense. 

The  right  to  select  any  appellation  as  a 
firm  name  has  this  important  limitation : 
it  must  not  be  exercised  in  such  a  way  as 
to  work  a  fraud  upon  the  public  or  upon 
others  trading  under  substantially  the  same 
name.  No  person  or  body  of  persons  can 
obtain  an  exclusive  right  to  a  name  at  com- 
mon law.  Accordingly,  persons  trading  as 
"  Rogers  &  Bro."  cannot  lawfully  complain 
because  others  trade  in  the  name  of  "  C. 
Rogers  &  Bros.,"  if  this  is  done  in  an  honest 
and  ordinary  business  manner.  "  Where 
the  only  confusion  created  is  that  which 
results  from  the  similarity  of  the  names, 
the  courts  will  not  interfere.  A  person 
cannot  make  a  trade  mark  of  his  own 
name,  and  thus  obtain  a  monopoly  of  it 
which  will  debar  all  other  persons  of  the 


THE  TECHNIQUE   OF   A  BUSINESS  LETTER        21 

same  name  from  using  their  own  names  in 
their  own  business." 

In  many  states,  one  who  transacts  busi- 
ness, using  the  designation  ''  &  Company," 
when  he  has  no  partner,  is  guilty  of  a 
misdemeanor. 

Each  partner  is  authorized  to  sign  the 
partnership  name.  The  firm  signature, 
signed  by  any  member  of  the  firm,  binds 
the  firm  in  all  correspondence  or  contracts 
relating  to  the  purchase  of  personal  prop- 
erty, the  borrowing  of  money  for  firm 
purposes,  the  collecting,  adjusting,  and  pay- 
ing of  debts,  the  employing  of  agents  and 
servants,  and  the  making  of  negotiable  in- 
struments. 

The  following  represent  some  partnership 
signatures,  viz.  :  — 


22  COMMERCIAL  CORRESPONDENCE 

Individual  Signature.  One  may  choose  his  own  name, 
although  he  usually  bears  his  father's  sur- 
name and  the  Christian  name  given  him  at  his 
birth.  One  may  change  his  name  by  court 
proceeding,  or  acquire  a  new  name  by  usage. 
The  law  disregards  all  middle  names ;  it 
is  legally  sufficient  to  use  the  first  Christian 
name  and  the  surname.  So  the  word  "jun- 
ior "  or  "  senior "  is  merely  descriptive  and 
no  part  of  the  name.  One  cannot  prevent 
another  from  using  his  name  unless  the  other 
uses  it  for  fraudulent  purposes.  One  may 
even  be  enjoined  from  using  his  own  name 
in  trade  if  it  works  a  fraud,  as  where  after 
A.  B.  has  sold  a  certain  kind  of  gun  as  "A.  B.'s 
gun,"  another  person  of  the  same  name  puts 
a  gun  on  the  market  stamped  "  A.  B.'s  gun." 
A  signature  should  always  be  uniform. 
The  Christian  name  and  surname  should  be 
written  in  full ;  for  example,  William  F. 
Read.  A  correspondent's  name  should  be 
written  as  he  writes  it  himself.  Letters 
should  always  be  signed  in  full.  For  in- 
stance, William  Smith  should  not  sign  his 
name  "  W.  Smith,"  for  the  correspondent 
in  writing  to  Mr.  Smith  would  naturally 
address  the  envelope  to  "  W.  Smith  "  and  it 
may  be  delivered  to  Walter  Smith. 


THE   TECHNIQUE   OF  A  BUSINESS  LETTER         23 

Agent's  Signature.  An  agent  should  sign  the  name  of 
his  principal  with  his  own  name  or  initials 
following,  preceded  with  the  word  hy  ov  per. 


Woman's  Signature.  In  business  correspondence  an 
unmarried  woman  should  always  prefix  the 
title  "  Miss  "  in  parenthesis  before  her  signa- 
ture.    Ex.  (Miss)  Mary  F.  Shipley. 

A  married  woman  whose  husband  is  living 
may  sign  her  own  name  with  her  husband's 
name  in  parenthesis,  e.g.^  Beatrice  F.  Mitchell 
(Mrs.  Philip  H.  Mitchell),  and  letters  to  her 
in  reply  should  be  addressed  to  Mrs.  Philip 
H.  Mitchell.  As  a  widow  she  will  sign 
(Mrs.)  Beatrice  F.  Mitchell. 

In  writing  to  a  woman  the  salutation 
should  be   "  Madam  "    or  "  Dear    Madam." 


e.g. 
et  al. 
etc.    . 
f.o.b 


24  COMMERCIAL   CORRESPONDENCE 

In  writing  to  a  firm  of  women  the  saluta- 
tion should  be  "  Mesdames  "  or  "  Ladies." 
The  following  abbreviations  are  frequently  used  in 
correspondence,  namely :  — 

Agt Agent. 

a.  m meaning  an/e  mm</iem  =  before  noon. 

Asst Assistant. 

c. i. f meaning  "cost,  insurance,  and  freight";  that  is 

the  price  includes  the  cost  of  the  goods,  packing, 
insurance,  freight,  etc. 
Cor.  Sec.    .     .     .     Corresponding  Secretary. 

.     meaning  exempli  gratia  =  for  example. 

.    meaning  et  alii  =  and  others. 

.     et  cetera  =  and  so  forth. 

.  meaning  "free  on  board";  signifies  that  the  price 
of  goods  includes  all  charges  up  to  and  includ- 
ing placing  the  goods  on  train  or  vessel. 

i.e meaning  id  est  =  that  is. 

inst meaning  instant  =  present  month. 

ra meaning  meridies  =  meridian  or  noon. 

Mfg Manufacturing. 

Mgr Manager. 

Ms.  or  Mss.    .     .     Manuscript  or  Manuscripts. 

P page. 

p.  m meaning  post  meridiem  =  afternoon. 

pp.    .     .     .     .     .    pages. 

Pres President. 

prox.      ....     meaning  proximo  =  coming  month. 

R.  R Railroad. 

Rw.,  Ry.,  or  Rwy.,  Railway. 

Sec Secretary. 

Sts Streets. 

Supt Superintendent. 

Treas Treasurer. 

ult meaning  ultimo  =  last  month. 

viz meaning  yirfe/iciV  =  namely;  to  wit. 


THE   TECHNIQUE   OF   A  BUSINESS  LETTER 


25 


Firm  Names,  etc.     Use  cfe  Bro.^  Bros.^  Co.^  (Ltd.\  (InG.\ 
and  {Gorj^^  in  firm  or  corporate  names. 


Atlantic  &  Pacific  Telegraph  Co. 
Brown  &  Jones  Mining  &  Milling  Co. 


Pennsylvania  Railroad  Co. 
Rudolph  &  West  Co. 


Brother,  Brothers,  or  Company  when  part 
of  a  firm  or  corporate  name,  and  Raih^oad, 
Railway,  (Incorporated),  (Limited),  or  (Cor- 
poration), when  preceded  by  name,  should 
be  abbreviated  Bro.,  Bros.,  Co.,  R.  R.,  Ry., 
(Inc.),  (Ltd.),  or  (Corp.),  using  parentheses 
as  here  given  :    use  c&  in  firm  or  corporate 

names. 

Months 


Jan January. 

Feb T'ebruary. 

Mar March. 

Apr April. 

Aug August. 


Sept September. 

Oct October. 

Nov November. 

Dec December. 


May,  June,  and  July  should  not  be  abbreviated. 


States  and  Territories 


Ala. 

.     Alabama. 

111. 

.     .     Illinois. 

Ariz. 

.     Arizona. 

Ind.     . 

.     Indiana. 

Ark. 

,     .     Arkansas. 

Kans. 

.     Kansas. 

Cal. 

.     California. 

Ky- 

.     Kentucky. 

Colo. 

.     Colorado.:ui.  < 

La. 

.     .     Lousiana. 

Conn. 

.     Connecticut. 

Me. 

.     Maine. 

Del. 

.     Delaware. 

Md. 

.     .     Maryland. 

D.  C. 

.     District  of  Columbia. 

Mass. 

.     Massachusetts. 

Fla. 

.     Florida. 

Mich. 

.     Michigan. 

Ga. 

.     Georgia. 

Minn. 

.     Minnesota. 

26 


COMMERCIAL   CORRESPONDENCE 


States  and  Territorifs  —  Continued 


Miss.    . 

.     Mississippi. 

P.I.     . 

Philippine  Islands. 

Mo.      . 

.     Missouri. 

P.  R.    . 

Porto  Rico. 

Mont.  . 

.     Montana. 

R.  I.     . 

Rhode  Island. 

Nebr.  . 

.     Nebraska. 

S.  C.    . 

South  Carolina. 

Nev.    . 

Nevada. 

S.  Dak. 

South  Dakota. 

N.  H.  . 

.     New  Hampshire. 

Tenn.  . 

Tennessee. 

N.J.    . 

.     New  Jersey. 

Tex.     . 

Texas. 

N.  Mex. 

.     New  Mexico. 

Vt.       . 

Vermont. 

N.  C.  . 

.     North  Carolina. 

Va.      . 

Virginia.       ^ 

N.  Dak. 

.     North  Dakota. 

Wash. 

Washington. 

N.Y.  . 

New  York. 

W.  Va. 

West  Virginia. 

Okla.  . 

Oklahoma. 

Wis.     . 

Wisconsin. 

Greg.  . 

.     Oregon. 

Wyo.   . 

Wyoming. 

Pa.       . 

.     Pennsylvania. 

Alaska,   Guam,   Hawaii,   Idaho,   Iowa,   Ohio,  Samoa,   and   Utah 
should  not  be  abbreviated. 

Degrees.  There  is  a  regrettable  lack  of  uniformity  in 
the  degrees  granted  by  institutions  of  learn- 
ing in  the  United  States.  The  degrees  of 
D.D.  and  LL.D.  are  honorary,  and  are 
granted  by  universities  to  men  who  have 
become  especially  distinguished  and  w^hose 
merits  they  desire  to  recognize  and  honor. 
Other  degrees  are  generally  won  by  a  defi- 
nite course  of  study. 

The  following  are  the  more  usual  abbre- 
viations with  the  degrees  for  which  they 
stand :  — 


A.  A Associate  of  Arts. 

A.B.  or  B.A Bachelor  of  Arts, 


THE   TECHNIQUE   OF   A   BUSINESS   LETTER         27 

A.M.  or  M.A Master  of  Arts. 

B.C.  or  B.C.S Bachelor  of  Commerce  or  Bachelor 

of  Commercial  Science. 

B.C.L Bachelor  of  Civil  Law. 

B.D Bachelor  of  Divinity. 

B.L.  or  Litt.B.       .     .     .     .  Bachelor  of  Letters. 

B.P.,  B.Ph.,  or  Ph.B.       .     .  Bachelor  of  Philosophy. 

B.S.  or  B.Sc Bachelor  of  Science. 

C.E Civil  Engineer. 

CM Master  of  Surgery. 

D.C.L. Doctor  of  Civil  Law. 

D.D Doctor  of  Divinity. 

D.D.S Doctor  of  Dental  Surgery. 

D.Litt.  or  Litt.D.       .     .     .  Doctor  of  Literature. 

D.M Doctor  of  Medicine.     (Oxford.) 

D.V.M Doctor  of  Veterinary  Medicine. 

D.S.  or  D.Sc Doctor  of  Science. 

E.E Electrical  Engineer. 

J.D Doctor  of  Laws. 

J.U.D Doctor  of  Civil  and  Canon  Law.    - 

LL.B. Bachelor  of  Laws. 

L.H.D Doctor  of  Letters  or  Humanities. 

LL.D Doctor  of  Laws. 

LL.M.  or  M.L Master  of  Laws. 

M.B •     .     .  Bachelor  of  Medicine. 

M.C.E Master  of  Civil  Engineering. 

M.D Doctor  of  Medicine. 

M.M.E Master  of  Mining  Engineering. 

Mus.B Bachelor  of  Music. 

Mus.D Doctor  of  Music. 

Ph.D Doctor  of  Philosophy. 

Ph.G Graduate  in  Pharmacy. 

V.S Veterinary  Surgeon. 

The  degrees  always  follow  the  name  ;  as,  — 

W.C.  Fletcher,  M.A.  Percy  Falkland,  Esq.,  B.Sc. 

Rev.  H.  B.  Gray,  D.D.,  LL.D.         Prof.  Samuel  Franklin,  Ph.D. 


28  COMMERCIAL  CORRESPONDENCE 

As  shown,  a  title  may  precede  a  name  followed  by 
a  degree  if  the  title  and  degree  are  not  inconsistent  with 
each  other.  The  use  of  degrees  in  connection  with 
names  is  generally  confined  to  the  printed  page,  e.g.^ 
on  title-pages,  in  catalogues,  etc.  Their  use  in  corre- 
spondence is  infrequent. 


Exercise  4 

Arrange,  punctuate,  and  capitalize  the  following  introductions  and 
salutations :  — 

1.  mr  John  parsons  19  n  market  square  harrisburg  pa  dear  sir 

2.  frederick  a  martin  esq  commonwealth  trust  building  topeka 
kans  dear  sir 

3.  messrs  somers  and  sullivan  lancaster  pa  gentlemen 

4.  the  specialty  manufacturing  co  alliance  ohio  gentlemen 

5.  mr  george  henderson  supt  mobile  ala 

6.  mr  george  henderson  supt  mobile  iron  co  mobile  ala 

7.  Samuel  morrison  esq  president  dallas  tex 

8.  Samuel  morrison  esq  president  dallas  oil  co  dallas  tex 

9.  hon  Stephen  tomlinson  Seattle  Washington 

10.  maxwell  reifE  jr  esq  trust  insurance  bldg  st  paul  minn 

11.  prof  george  adamson  a  m  peoria  ill  my  dear  sir 

12.  prof  hovvard  beatty  ph  d  ann  arbor  mich 

13.  messrs  quirk  gammon  &  snap  219  p  o  building  Chicago  ill 
gentlemen 

14.  mr  francis  barrett  agent  409  west  39th  street  new  york  n  y 
dear  sir 

15.  mr  j  h  pope  treasurer  union  trust  co  st  paul  minn  dear  sir 

16.  mr  j  j  merrill  c  m  &  st  paul  ry  st  paul  minn  my  dear  sir 

17.  lucius  tuttle  esq  president  boston  &  albany  ry  boston  mass 
dear  sir 

18.  messrs  j  g  lowe  t  a  phillips  and  w  h  gillespie  committee 
gentlemen 


THE   TECHNIQUE   OF  A  BUSINESS   LETTER         29 

As  most  business  letters  nowadays  are  typewritten, 
they  may  with  advantage  to  the  stenographer,  the 
business  man,  and  the  public  generally,  follow,  in 
their  typography,  the  style  of  the  best  printing 
establishments. 

The  following  rules  relating  to  style  in  typography 
have  been  compiled  from  the  Manual  of  Style  of  the 
United  States  Government  Printing  Office,  and  of 
the  University  of  Chicago  Press,  and  from  letters  of 
the  best  letter  writers.  They  are  especially  appli- 
cable to  typewritten  letters. 

CAPITALIZATION 

Capitalize.     1.    Proper  nouns  and  adjectives  :  — 

William,  American,  Englishman. 

2.  Geographic  names,  etc.,  when  immediately  fol- 
lowing name :  — 


Canal 

Inlet 

Ocean 

Sound 

Bay 

Island 

Park 

River 

Cape 

Mountain 

Peak 

Valley 

Examples  :  Chesapeake  Bay,  Bay  of  Fundy,  Massa- 
chusetts and  Delaware  Bays,  Delaware  River  and  Bay, 
etc.  But  do  not  capitalize  words  of  this  character  when 
they  are  simply  added,  by  way  of  description,  to  the  spe- 
cific name,  without  forming  an  organic  part  of  such 
name,  e.g.,  the  valleys  of  Virginia  and  Maryland.  In 
such  an  expression  (or  a  like  one  involving  any  other 
word  in  this  list),  the  word  "valleys "  is  the  general  use 
of  the  word  and  not  part  of  a  name. 


30  COMMERCIAL   CORRESPONDENCE 

3.  The  following  when  standing  alone  and  used 
as  a  synonym  for  the  name  in  parentheses :  — 

Canal  Zone  (Panama)  Gulf  (of  Mexico) 

Delta  (of  the  Mississippi  River)  Lakes  (Great  Lakes) 

Falls  (Niagara)  Isthmus  (of  Panama) 

Sound  (Long  Island :  Puget)  Street  (Wall  Street) 

4.  The  names  of  thoroughfares,  parks,  squares, 
blocks,  buildings,  etc. :  — 

Drexel  Avenue,  Chicago  Drainage  Canal,  Lincoln  Park, 
Monadnock  Block,  Masonic  Temple,  New  York  Post 
Office. 

5.  Civic  feast  days  :  — 

Labor  Day,  Thanksgiving  Day,  Fourth  of  July  (the 
Fourth). 

6.  Titles,  preceding  the  name,  and  academic 
degrees,  following  the  name :  — 

Mr.  John  Smith,  Frank  Jones,  Ph.D. 

7.  In  resolutions,  the  first  word  following 
"  Whereas  "  and  "  Resolved  "  (these  are  preceded  by  a 

comma)  : Whereas,  It  has  pleased 

Resolved,  That 

8.  The  principal  words  in  the  introductory  part 
of  a  letter :  — 

Mr.  Frank  Price,  29  S.  Fourth  Street,  Philadelphia,  Pa. 

9.  A  fanciful  or  popular  appellation  as  if  a  real 
name ;  as.  Keystone  State,  Bay  State,  Monumental 
City,  Capital  City,  Windy  City,  the  Hub,  etc. 


THE   TECHNIQUE   OF  A   BUSINESS  LETTER        31 

10.  State  and  other  boards  when  accompanied  by 
proper  name;  as,  Ohio  Board  of  Health,  Chamber  of 
Commerce  of  Boston,  etc.,  but  do  not  capitalize  when 
standing  alone,  as,  the  board,  board  of  health,  board 
of  pharmacy,  etc. 

11.  Names  of  committees,  clubs,  associations ;  as, 
the  Committee  of  One  Hundred,  The  Union  League, 
etc. 

12.  Station  when  immediately  following  the  name 
of  a  life-saving,  military,  or  naval  station  of  the 
United  States ;  also  Station  A  or  South  Side  Station, 
Sub-station  No.  24,  Broad  Street  Station,  Union 
Depot,  Union  Station,  etc. 

13.  Such  terms  as  alley,  avenue,  circle,  court,  lane, 
place,  road,  street,  and  square,  when  forming  an 
organic  part  of  a  name ;  as,  Michigan  Avenue,  Du 
Pont  Circle,  etc. 

14.  The  distinguishing  name  of  a  manufactured 
product;  as.  Eagle  pencil,  Stickwell  paste.  Seller's 
typewriter.  Pears'  soap,  etc.  In  trade  names  of 
preparations,  etc.,  capitalize  the  principal  words ;  as, 
Quaker  Oats,  Force,  Sapolio,  Shredded  Wheat,  Bon 
Ami,  Puffed  Rice,  etc. 

15.  The  words  north,  east,  ^outh,  west,  when  used 
to  indicate  certain  sections  of  a  country ;  when  they 
simply  denote  direction,  do  not  capitalize. 

16.  Do  not  capitalize  a.  m.  and  p.  m.  in  ordinary 
text  matter. 


82  COMMERCIAL  CORRESPONDENCE 

FIGURES 

Specific  rules  cannot  be  given  to  govern  in  all  cases 
as  to  what  should  be  expressed  in  figures  and  what 
should  be  spelled.  General  rules  follow,  which  will 
serve  as  a  guide. 

Spell  all  amounts  under  100,  except  enumerations 
of  age,  bonds  and  stocks,  dates,  dimensions,  distances, 
measures,  sums  of  money,  percentage,  weights,  and 
clock  time. 

To  avoid  confusion  when  two  numbers  occur  to- 
gether, as  "  10  12-room  houses,"  «  12  6-inch  guns,"  etc., 
observe  the  following  forms  in  treatment  of  qualify- 
ing numbers  :  "  Ten  12-room  houses,"  "  twelve  6-inch 
guns,"  etc. 

Spell  figures  beginning  a  sentence  or  immediately 
following  a  colon. 

Spell  both  numbers  of  two  related  amounts  at  the 
beginning  of  a  sentence  in  such  expressions  as  "Twenty 
to  twenty-five  horses,"  "Fifty  or  sixty  persons  were 
present,"  etc. 

Numbers  greater  than  1000,  when  spelled,  should 
be  expressed  thus :  One  thousand  eight  hundred  and 
fifty  dollars,  not  eighteen  hundred  and  fifty  dollars; 
one  thousand  two  hundred  tons,  not  twelve  hundred 
tons. 

Age.  My  age  is  52  years  and  6  months ;  a  boy  6 
years  old ;  a  boy  about  6  years  old ;  3-year-old  colt ; 
3-months-old  child. 


THE  TECHNIQUE  OF  A   BUSINESS  LETTER        33 

Bonds  and  Stocks,  Gold  is  109  ;  Metropolitan  Rail- 
road, 109  ;  5-20  bonds  ;  10-40  bonds  ;  7.30  bonds  ;  3.65 
bonds  ;  4i  per  cent  bonds  ;  3  per  cent  bonds  ;  31  per 
cents.  When  the  word  "  bonds  "  does  not  follow  the 
designating  expression,  spell  out;  as,  five-twenties,  ten- 
forties,  three-sixty-fives,  four-and-a-halfs,  threes,  etc. 

Dates.  June  29,  A.D.  1882  ;  December  6, 1846 ;  the 
1st  of  January,  1883 ;  June  12 ;  the  5th  instant ;  the 
20th  day  of  March  ;  the  1st  (day)  of  the  month  ;  the 
last  of  April  or  the  first  of  May ;  4th  of  July  (calen- 
dar day) ;  Fourth  of  July  (holiday). 

Dimensions.  Use  the  form  8  x  12  inches  ;  8  x  12 
feet,  not  8x12'',  nor  8x12'. 

Distances.  Express  in  figures;  as,  50  miles,  17  yards, 
8  leagues,  9  centimeters,  5  feet  6  inches,  about  10 
miles ;  but  when  a  fraction  of  a  mile  is  given  spell;  as, 
one-half  mile. 

Measures.  Use  figures  in  all  cases;  as,  40  bushels, 
1  gallon,  6  acres,  etc. 

Sums  of  Money.  In  quoting  prices  use  figures : 
The  single  subscription  price  is  75  j^  a  year.  The 
school  subscription  price  is  50j^  a  year.  The  value 
of  the  property  is  115,000  and  the  only  lien  against 
it  is  a  first  mortgage  of  15000.  Mrs.  Sarah  Willing 
has  placed  in  my  hands  for  collection  six  months'  in- 
terest on  mortgage  of  premises,  234  Green  Street,  at 
5.4  per  cent,  due  November  30,  1912,  amounting  to 
$70.75.     At  13  per  200  pounds  ;  75  cents  each. 


34  COMMERCIAL   CORRESPONDENCE 

Spell  out  such  expressions  as  a  million  dollars ;  a 
million  and  a  half ;  one  or  two  millions  ;  "millions  for 
defense,  but  not  one  cent  for  tribute." 

Percentage.  To  be  expressed  as  12  per  cent,  25.5 
per  cent ;  but  one-half  of  1  per  cent.  Never  use  hy- 
phens in  such  expressions  as  12  per  cent  interest,  etc. 

Weights.  To  be  expressed  as  12  pounds ;  4  hun- 
dredweight ;  2  ounces,  etc. 

Clock  Time.  In  connection  with  a.  m.  and  p.  m. 
use  figures :  I  will  call  at  your  office  at  4  p.  m.  I 
will  meet  you  at  11  a.  m.' 

Spell  out  such  expressions  as  the  following:  I  will 
call  at  your  office  at  four.  Please  call  here  at  half- 
past  two  in  the  afternoon.  I  saw  hina  at  ten  o'clock 
this  morning. 

Use  period  to  separate  hours  and  minutes,  as  4.30 
p.  m. 

PUNCTUATION 

Punctuation  is  often  a  troublesome  subject. 

The  attempt  is  here  made  to  simplify  it  for  the 
letter  writer. 

In  general,  punctuation  does  for  the  eye  what 
emphasis  does  for  the  ear,  —  it  groups  those  words 
which  should  be  separately  grouped ;  therefore,  one 
who  understands  the  meaning  of  a  passage  and  is 
guided  by  sense,  will  probably  punctuate  better  than 
one  who  blindly  follows  rules.  Certain  marks  of 
punctuation  are  easy  to  apply.      Periods,  interroga- 


THE   TECHNIQUE   OF   A  BUSINESS  LETTER        35 

tion  marks,  and  signs  of  quotation  rarely  give 
trouble ;  but  commas,  and  above  all  semicolons 
and  colons  are  often  puzzling,  and  a  multiplicity  of 
rules  is  not  likely  to  aid. 

A  few  rules,  however,  which  are  easily  memorized 
and  readily  applied,  should  form  a  part  of  the  mental 
equipment  of  every  intelligent  person,  especially  of 
every  letter  writer. 

Every  student  should  be  required  to  master  the 
following  rules :  — 

Rules  of  Punctuation 

Period.  1.  A  period  is  used  at  the  end  of  a  de- 
clarative and  an  imperative  sentence. 

2.    A  period  is  placed  after  an  abbreviation. 

In  reply  to  your  letter  of  the  2d  inst.  we  quote  price 
of  %  1000  f .  o.  b.  and  c.  i.  f . 

Comma.  1.  A  comma  is  required  to  separate 
words  or  phrases  in  a  series. 

This  catalogue  gives  information  of  our  goods,  prices, 
terms,  etc. 

A  million  irresistible  influences,  issuing  forth  from 
peak  and  pit,  from  farm  and  forge,  lock  and  laboratory, 
pen  and  platform,  school  and  college,  are  fusing,  fashion- 
ing, and  unifying  the  thoughts  and  purposes  of  human- 
ity. 

2.  A  comma  is  required  to  separate  words  or 
phrases  in  apposition. 

I  commend  to  you,  the  bearer,  Mr.  Frank  Jones,  our 
former  bookkeeper. 


36  COMMERCIAL   CORRESPONDENCE 

3.  A  comma  is  required  to  separate  a  title  or  a 
degree  from  the  noun  which  it  follows. 

Mr.  James  Saylor,  Supt. 

Rev.  William  Trimble,  D.D.,  LL.D. 

4.  A  word,  phrase,  or  clause  which  is  introduced 
loosely  into  a  sentence,  and  which  could  be  omitted 
without  destroying  the  meaning,  is  generally  preceded 
and  followed  by  a  comma. 

The  ribbon  business,  it  was  reported  yesterday,  con- 
tinues to  move  along  in  an  uneven  way. 

6.  Then,  now,  too,  also,  however,  therefore,  further, 
consequently,  accordingly,  for  instance,  namely,  etc., 
when  used  parenthetically,  should  be  set  oif  by 
commas. 

I  note,  however,  their  objections. 
I  may  say,  too,  they  are  satisfied. 

6.  An  inverted  expression  should  be  followed  by 
a  comma. 

lu  reply  to  your  letter  of  the  3d  instant,  we  wish  to 
inform  you  that  the  bill  we  sent  you  is  correct. 

They  may  be  willing  to  make  concessions,  if  treated 
in  a  considerate  and  amicable  way. 

7.  After  a  friendly  salutation  in  a  letter,  and  al- 
ways after  the  complimentary  close,  use  comma. 

Dear  Charles, 
Yours  very  truly. 


THE   TECHNIQUE   OF   A  BUSINESS  LETTER        37 
Usage  fixed  by  custom  in  letters. 

Chicago,  111.,  January  25,  19 

Trusting  that  we  may  have  the  pleasure  of  hearing 
from  you,  we  are 

Yours  very  truly, 

Semicolon.  1.  A  semicolon  should  be  used  before 
as,  viz.,  that  is,  namely,  when  they  introduce  a  series 
of  particular  terms  or  illustrations. 

We  inclose  herewith  the  following  document ;  namely, 
the  contract  between  John  Doe  and  Richard  Roe. 

2.  A  semicolon  should  be  used  in  long  sentences  to 
separate  parts  that  are  subdivided  by  commas. 

Plates  more  than  100  inches  in  width,  5  ^  extra  per 
100  lb.;  plates  9-16  inches  in  thickness,  $2.00  extra; 
gauges  Nos.  7  and  8,  $  8.00  extra. 

Colon.  1.  An  enumeration  of  particulars,  when 
formally  introduced,  should  be  preceded  by  a  colon. 

We  are  shipping  the  following : 
1  Remington  typewriter 
1  Underwood  typewriter 
10  reams  letter  paper  C 

2.  The  colon  is  used  in  dignified  address.  It  is 
thus  employed  after  the  salutation  of  a  letter. 

Dear  Sir :      Gentlemen :      My  dear  Sir : 

Interrogation  Point.  1.  An  interrogation  point  is 
placed  after  every  direct  question. 


38  COMMERCIAL  CORRESPONDENCE 

Marks  of  Parenthesis.  1.  Marks  of  parenthesis 
are  used  to  inclose  words  which  break  the  unity  of  a 
sentence. 

2.  If  no  mark  would  be  required  were  the  paren- 
thesis omitted,  no  point  should  be  placed  either  be- 
fore the  first  or  after  the  last  curve. 

3.  If  a  mark  is  required  after  the  portion  of  the 
sentence  preceding  the  parenthesis,  it  should  be 
placed  after  the  second  curve. 

Apostrophe.      1.    The  apostrophe  is  used  to  denote 

the  possessive  case. 

I  am  going  to  Marshall  Field's  store.     I  have  had  ten 
years'  experience. 

In  such  titles  as  Farmers  National  Bank,  Adams 
Express  Company,  Ladies  Dressing-room,  Merchants 
Transportation  Company,  etc.,  the  first  word  is  re- 
garded as  an  adjective  and  written  without  the  apos- 
trophe. 

The  intentional  omission  of  a  letter  or  letters  is  in- 
dicated by  the  apostrophe. 

Don't,  '  tis,  we  're,  ass't. 

Such  abbreviations  as  Supt.,  Mfg.,  Ry.,  Agt.,  Mgr., 
Dept.,  Mdse.,  Ltd.,  w^hen  used  in  business  letters,  are 
written  without  the  apostrophe. 

Paragraph.  A  paragraph  is  a  group  of  sentences 
on  one  topic,  or  a  passage  containing  a  logical  division, 
or  a  complete  and  unified  statement  of  a  particular 
point. 


THE  TECHNIQUE   OF   A  BUSINESS  LETTER         39 


Monadnock  Building 
Chicago,   111. 


S'e'bruary  first 
19  15 


Mr.  William  Scott, 
Boston  Building, 
Denver,   Colo, 

Dear  Sir: 

Did  you  ever  write  a  thousand  letters 
to  a  thousand  prospective  customers  and  get 
so  few  replies  that  they  were  not  worth  men- 
tioning? 

It  may  have  been  your  letter  wasn't  in- 
teresting; perhaps  the  proposition  was  not 
appealing;  probably  the  style  and  appearance 
of  your  stationery  and  letter  were  unattrac- 
tive. 

Influence  is  Just  as  necessary  as  argu- 
ment. 

You  have  seen  a  stranger  enter  your  of- 
fice  and  have  given  him  an  audience.  You  did 
not  know  what  he  was  going  to  talk  about,  but 
there  was  something  in  his  appearance  that 
made  it  seem  worth  while  to  listen  to  him* 

This  something  that  seems  worth  while 
may  be  put  into  a  letter  and  it  will  gain  for 
the  message  you  are  sending  just  the  necessary 
persuasiveness  to  turn  failure  into  success. 


Yours  yevy   truly, 


40  COMMERCIAL  CORRESPONDENCE 

The  first  word  of  a  paragraph  is  commonly  in- 
dented. In  business  letter  writing  the  paragraph  is 
frequently  used,  not  strictly  in  accordance  with  rule, 
>t  but  for  purposes  of  emphasis  and  display.  This  is 
especially  true  in  salesmanship  letters  or  in  letters  that 
are  of  an  advertising  character. 

The  object  of  a  paragraph  is  to  separate  each  sub- 
ject or  the  different  points  of  a  letter.  In  order  to 
avoid  confusing  different  matters,  it  is  sometimes  well 
to  write  a  separate  letter  on  each  subject.  Such  a 
practice  greatly  facilitates  the  handling  of  corre- 
spondence, especially  in  the  case  of  large  corporations, 
whose  business  organization  is  divided  into  many  dif- 
ferent departments,  such  as,  shipping  department, 
credit,  employment,  sales,  purchasing,  etc.,  and  whose 
officers,  for  example,  the  president,  vice  president,  sec- 
retary, treasurer,  superintendent,  etc.,  each  has  his 
particular  branch  of  the  service. 

Exercise  5 

Transcribe  and  punctuate  the  following  sentences :  — 

An  auction  sale  of  silks  it  was  learned  on  good  authority  will  be 

held  in  the  near  future 

Allan  Bacon  the  well-known  broker  was  buying  grapes  yesterday 

for  two  of  his  clients  Magee  Bros  Easton  Pa  and  Tay  Hutchinson  & 

Co  Altoona  Pa 

In  the  iron  trade  for  instance  indifference  is  shown 

Steel  manufacturers  however  now  assert  that  they  can  compete 

The  threat  of  war  like  the  threat  of  a  strike  may  disappear  over 

night  ' 


THE  TECHNIQUE  OF  A  BUSINESS  LETTER         41 

James  E  Ingalls  the  president  resigned  to-day  James  W  Wilson 
the  vice  president  succeeded  him 

The  officers  of  the  association  are  President  John  C  Cobb  Boston 
Mass  vice  president  D  A  Tompkins  Charlotte  N  C  treasurer  Henry  R 
Towne  New  Britain  Conn  secretary  Henry  T  Wills  Minneapolis  Minn 

Irving  T  Williams  president  of  the  Williams  Terminal  Company 
was  asked  by  a  representative  of  The  Journal  if  he  would  reply  to 
the  report  published  in  yesterdays  issue  adopted  by  the  Board  of 
Trade  and  Transportation  of  New  York  which  attacked  the  Williams 
lease 

I  note  however  their  objections 

I  am  therefore  clearly  of  the  opinion  that  this  statute  so  far  as  the 
fire  insurance  companies  are  concerned  repeals  the  anti-trust  law 

The  payment  of  wages  produced  among  the  workmen  in  the  town 
industry  wealth  and  as  a  consequence  personal  freedom 

Improved  shipbuilding  followed  and  as  a  consequence  a  more  equi- 
table distribution  of  the  gifts  and  blessings  of  nature 

The  commerce  of  the  ancients  in  itself  had  no  destructive  tendency 
nor  could  wealth  the  fruit  of  commerce  be  charged  with  their  ruin 
Decline  on  the  contrary  followed  the  loss  of  wealth 

The  regret  generally  felt  will  however  be  none  the  less  keen  He 
of  course  has  been  a  capable  representative  of  his  nation 

It  is  a  magnificent  thing  to  be  in  touch  with  the  world  its  energies 
its  activities  its  currents  and  the  countercurrents  and  to  feel  that 
though  but  a  single  unit  in  an  aggregate  of  hundreds  of  millions  one 
is  still  by  right  of  divine  appointment  an  integral  part  in  the  wonder- 
ful mechanism  of  creation 

A  lack  of  honesty  fair  dealing  fidelity  in  the  laborer  and  a  lack  of 
justice  righteousness  brotherhood  in  the  employer  these  are  the  real 
roots  of  industrial  conflicts 

To  a  large  extent  too  the  letter  is  a  traveling  salesman 

Too  often  business  letters  are  crude  abrupt  jerky  ill-constructed 
and  indefinite  or  lacking  as  to  important  details 

Mr.  Chamberlain  president  of  the  Grand  Trunk  who  was  in  this 
city  since  last  Monday  returned  to  Montreal  yesterday 

More  corn  peas  velvet  beans  cowpeas  alfalfa  and  other  clovers  and 
grasses  have  been  grown  than  ever  before 


42  COMMERCIAL  CORRESPONDENCE 

This  party  therefore  should  welcome  the  investigation 

It  is  conceded  also  that  he  was  right  and  that  moreover  his  in- 
tentions were  good 

This  company  it  seems  is  unwilling  to  agree  to  this 

The  following  were  elected  members  of  the  association  James 
Considine  of  the  Marine  Drug  Company  Eniile  M.  Cossa  with  Miller 
&  Houghton  John  G  Edgett  with  J  F  Whitney  &  Co  Benjamin  L 
Fairchild  Louis  Laverge  Samuel  D  McComb  of  the  Vessel  Agency 
John  Russell  of  the  Newtown  Creek  Towing  Company  and  Ludwick 
Ruprecht  with  the  Standard  Oil  Company 

We  seek  no  special  privileges  We  ask  only  for  even  handed  jus- 
tice for  ourselves  as  well  as  for  others  for  the  grower  of  heavy  shrink- 
ing wools  for  the  grower  of  .light  shrinking  wool  and  mohuir  for  the 
worsted  spinner  for  the  carded  woolen  manufacturer  for  the  manu- 
facturing clothier  and  for  the  consumer  of  wool  goods 

If  we  are  watchful  of  our  speech  making  our  words  continually 
more  minutely  true  free  and  resourceful  if  we  look  upon  our  occasions 
of  writing  as  opportunities  for  the  deliberate  work  of  unified  con- 
struction if  in  all  our  utterances  we  think  of  him  who  hears  as  well 
as  of  him  who  speaks  and  above  all  if  we  fix  the  attention  of  our- 
selves and  our  hearers  on  the  matter  we  talk  about  and  so  let  our- 
selves be  supported  by  our  subject  we  shall  make  a  daily  advance  not 
only  in  English  study  but  in  personal  power  in  general  serviceable- 
ness  and  in  consequent  delight 

The  city  of  Montreal  with  its  heavy  congestion  of  values  narrow 
streets  indifferent  construction  and  severe  climatic  conditions  has 
long  been  a  problem  to  the  Canadian  underwriter 

Haines  Morehouse  &  Woodford  58  and  60  Worth  Street  agents  for 
Southern  cotton  mills  and  consisting  of  Henry  A  Haines  Alfred 
Morehouse  Jr  and  Clinton  M  Woodford  announces  that  the  limited 
copartnership  of  Haines  &  Bishop  has  been  dissolved  by  limitation 
the  special  partner  Alfred  G  Bishop  retiring  from  the  firm 

A  New  York  house  sells  a  bill  of  goods  to  a  man  in  Chicago  2  % 
10  days  which  of  course  means  ten  days  from  the  date  of  the  invoice 
Is  the  man  in  Chicago  supposed  to  have  settlement  in  New  York  ten 
days  from  the  date  of  the  invoice 


THE   TECHNIQUE   OF   A   BUSINESS   LETTER         43 

My  grandfather  Mr  Brand  however  did  not  go  with  his  regiment 
to  the  West 

This  country  with  its  vast  agricultural  resources  and  great  natural 
advantages  able  to  produce  all  kinds  of  commodities  obtainable  in 
temperate  and  subtropical  climates  with  unsurpassable  facilities  in 
means  of  transportation  with  technical  knowledge  and  skill  highly 
developed  with  educational  advantages  within  easy  reach  of  all  with 
the  lessons  of  the  experience  of  other  nations  to  profit  from  without 
inherited  prejudices  to  fight  against  or  past  errors  to  remedy  enjoys 
in  all  lines  of  husbandry  but  especially  in  the  production  of  the 
staples  of  life  a  preeminence  in  which  she  is  not  equaled  by  any 
other 

The  memorandum  submitted  by  Mr.  Mellen  of  which  you  have 
a  copy  represents  correctly  my  understanding 

Dear  Sir 

It  is  with  the  deepest  regret  I  acknowledge  the  receipt  of  your  letter 
of  the  18th  instant.  In  the  pressure  of  official  business  I  can  only 
request  you  to  transfer  to  Professor  Smith  the  arms  munitions  and 
funds  in  your  hands  whenever  you  conclude  to  withdraw  from  the 
position  you  have  filled  with  so  much  distinction  You  cannot  regret 
more  than  I  do  the  necessity  which  deprives  us  of  your  services  and 
you  will  bear  with  you  the  respect  confidence  and  admiration  of  all 
who  have  been  associated  with  you 

Yours  very  truly 

Debenture  bonds  such  as  those  of  the  B  &  A  R  R  Co  which  has 
no  mortgage  on  its  property  are  of  course  as  long  as  the  bonded  debt 
is  considerably  less  than  the  fixed  assets  of  the  company  just  as  good 
in  tliemselves  as  mortgage  bonds  but  it  should  be  remembered  that 
mortgages  may  be  placed  on  such  property  unless  a  promise  has  been 
given  in  the  debentures  that  they  shall  not  be  so  placed 

The  young  man  of  today  to  whom  the  fair  goddess  Fortune  has 
not  yet  beckoned  may  be  disposed  to  conclude  that  it  is  impossible  to 
start  business  in  this  age.  This  no  doubt  is  true  but  real  ability 
the  capacity  for  doing  things  never  was  so  eagerly  searched  for  as 
now  and  never  commanded  such  rewards 


44  COMMERCIAL  CORRESPONDENCE 

CORRECT  USAGE  IN  ADDRESSING  GOVERNMENT  OFFICIALS 

President 

Introduction      To  the  President 
Salutation  Sir : 

Superscription  The  President, 

White  House, 

Washington,  D.  C. 


Vice  President 

Introduction      To  the  Vice  President  of  the   United 

States 
Salutation  Sir: 

Superscription  The    Vice    President    of    the    United 

States,  Washington,  D.  C 


THE   TECHNIQUE  OF  A  BUSINESS  LETTER         45 

Vice  President  as  President  of  the  United  States  Senate 

Introduction       To  the  President  of  the  United  States 

Senate 
Salutation  Sir : 

Superscription  The    President  of    the  United   States 

Senate,  Washington,  D.  C. 

Speaker  of  the  House  of  Representatives 

Introduction  To  the  Speaker  of  the  House  of  Repre- 
sentatives 

Salutation  Sir: 

Superscription  The  Speaker  of  the  House  of  Repre- 
sentatives, Washington,  D.  C. 

Chief  Justice  of  the  United  States 
Introduction       The  Chief  Justice  of  the  United  States 
Salutation  Sir: 

Superscription  The  Chief  Justice  of  the  United  States, 
Washington,  D.  C. 

Justices  of  the  Supreme  Court 

Introduction      Hon.  Charles  E.  Hughes, 

Justice      Supreme     Court    of     the 
United  States. 
Salutation  Sir: 

Superscription  Hon.  Charles  E.  Hughes, 

Justice  Supreme  Court  of  the  United 
States,  Washington,  D.  C.  , 


46  COMMERCIAL  CORRESPONDENCE 

Cabinet  Officers 

Introduction       The  Secretary  of  the  Treasury 
Salutation  Sir : 

Superscription  The  Honorable 

The  Secretary  of  the  Treasury, 
Washington,  D.  C. 


(The  same  forms  are  to  be  used  in  writing  to 
the  other  Cabinet  officers,  the  necessary  changes 
being  made;  i.e.,  The  Honorable  The  Secretary 
of  State;  The  Honorable  The  Attorney-General; 
The  Honorable  The  Secretary  of  the  Treasury; 
The  Honorable  The  Secretary  of  the  Navy  ;  The 
Honorable  The  Postmaster-General,  etc.) 


THE   TECHNIQUE  OF  A  BUSINESS  LETTER        47 

Officers  of  the  Army 

Introduction       Major-General  Leonard  Wood 
Salutation  Sir : 

Superscription  Major-General  Leonard  Wood, 
Washington,  D.  C. 


Officers  of  the  N<my 

Introduction       Admiral  George  Dewey 
Salutation  Sir: 

Superscription  Admiral  George  Dewey, 
Washington,  D.  C. 


Merribers  of  Congress 

Introduction      Hon.  John  Bell 
Salutation  Sir:  or  Dear  Sir: 

Superscription  Hon.  John  Bell,  M.  0. 
Washington,  D.  C. 


Governors 

Introduction       His  Excellency  J.  M.  Carey 
Salutation  Sir :  or  Your  Excellency : 

Superscription   His  Excellency  J.  M.  Carey, 
Cheyenne,  Wyo. 


48  COMMERCIAL  CORRESPONDENCE 

Members  of  Legislatures 

Introduction       Hon.  Horace  White 
Salutation  Sir:  or  Dear  Sir: 

Superscription  Hon.  Horace  White, 
Syracuse,  N.  Y. 

Judges 

Introduction      Hon.  John  Weiss 
Salutation  Sir : 

Superscription  Hon.  John  Weiss, 
Harrisburg,  Pa. 

Mayors 

Introduction       To  his  Honor  J.  F.  Fitzgerald 
Salutation  Sir: 

Superscription  Hon.  J.  F.  Fitzgerald, 
Mayor  of  Boston, 

Boston,  Mass. 

Addressing  Envelopes.  The  address  on  the  envelope 
should  be  plain  and  clear.  It  should  give  the  name 
of  the  post  office  to  which  it  is  destined,  and,  if  to  a 
city  having  a  free  delivery,  the  street  and  number.  If 
the  person  addressed  has  a  post-office  box,  this  should 
be  added.  It  is  well,  if  the  post  office  is  small,  to 
give  the  county  also;  spell  the  name  of  states  in  full, 
or  write  their  abbreviations  very  distinctly  in  order 
to  prevent  errors  which  arise  from  the  similarity  of 


THE   TECHNIQUE   OF  A  BUSINESS  LETTER         49 

such  abbreviations  as  Cal.,  Col.;  Pa.,  Va. ;  Me.,  Mo.; 
Md.,  Ind. ;  N.  H.,  N.  M. ;  N.  Y.,  N.  J. ;  N.  C,  D.  C. ;  Miss., 
Minn.,  Mass. ;  Penn.,  Tenn.,  etc.  The  addresses  should 
be  so  plainly  written  as  to  leave  no  room  for  doubt  and 
no  excuse  for  error  on  the  part  of  the  postal  employees. 
Envelopes  should  be  addressed  w^ith  uniformity;  that 
is,  the  name  should  be  on  first  line,  the  street  address 
on  second  line,  and  the  city  and  state  on  the  third  line ; 
or  the  city  on  third  line,  and  the  state  on  a  fourth 
line.  The  addressing  of  an  envelope  is  something 
that  cannot  be  the  subject  of  the  whims  or  caprice 
of  fashion  or  etiquette.  As  promptness  in  corre- 
spondence is  a  cardinal  social  and  business  virtue, 
good  form  and  etiquette  require  the  use  of  all 
methods  of  expediting  mail.  Do  not  use  the  word 
"Town"  or  "City"  on  an  envelope  address,  but 
always  write  the  name  of  the  city  in  full  and  in  a 
clear^  hold  hand. 

To  secure  return  of  mail  in  case  of  misdirection 
or  insufficient  payment  of  postage,  the  sender's  name 
and  address  should  be  written  or  printed  upon  the 
upper  left-hand  corner  of  all  mail  matter.  First 
class  matter  not  delivered  will  be  returned  to  the 
sender  without  extra  cost. 

Second,  third,  and  fourth  class  matter  is  returnable 
only  after  the  postage  for  such  return  shall  have  been 
paid.  If  the  matter  is  of  ohvious  value,  the  postmaster 
will  notify  the  sender  when  matter  is  undeliverable. 


50  COMMERCIAL  CORRESPONDENCE 


"Sox  200. 

C&dcw'T^aptcCs.  lou/cv. 


^.^^2^ 


^::^^^T^^ 


and  give  him  an  opportunity  to   furnish  the  return 
postage. 

The  accompanying  illustrations  show  other  forms 
of  envelope  addresses.  — 


^att  Lak&  ^ttif, 
VXcJv. 


C^^^^^^^^^^^-^^ 


( — -t?^ 


THE  TECHNIQUE  OF  A  BUSINESS  LETTER  51 


^OO  y-lu>i/u>J?i/<>., 

/7< 

y/lidJ^ 

.j<a^ c:^,.A^^^^^'dy 

yvZi^^Ld^-t^-i^tyuy 

On  account  of  ease  of  execution  on  the  typewriter 
the  following  forms  are  being  used  in  the  writing 
of  introductions  to  letters  and  in  the  writing  of 
envelopes.  Note  the  omission  of  punctuation  at  end 
of  lines. 

Messrs.  Hayden  W.  Wheeler  &  Co. 
2  Maiden  Lane 
New  York,  N.  Y. 

Gentlemen : 

Messrs.  C.  H.  Dexter  &  Sons 
Windsor  Locks 
Connecticut 

Gentlemen : 


52 


COMMERCIAL   CORRESPONDENCE 


Uessrs.  Hayden  W.  Wheeler  ft  Co. 
2  lialden  Lane 

Kew  York,  N.  Y. 

Uessrs.  C.  H.  Dexter  &  Sons 
Windsor  Locks 
Connecticut 

Zizercise  6 


1.  State  what  in  law  constitutes  a  signature;  must  a  signature 
be  written  with  any  particular  material? 

2.  Frank  M.  Pierce  is  president  of  the  Automobile  Manufacturing 
Company,  a  corporation ;  how  should  letters  written  by  him  in  the 
name  of  the  corporation  be  signed? 

Charles  F.  Walter  is  cashier  of  the  Third  National  Bank,  a 
corporation ;  how  should  letters  written  by  him  in  the  name  of  the 
corporation  be  signed? 

3.  How  do  partnership  names  originate?  To  what  extent  may 
each  member  of  the  partnership  bind  all  the  other  members?  How 
should  partnership  correspondence  be  signed  ? 

4.  How  should  agents  sign  so  as  to  bind  the  principal?  Give 
illustrations. 


THE   TECHNIQUE   OF   A  BUSINESS  LETTER         53 

5.  How  should  unmarried  women  sign  business  letters? 

6.  How  should  a  married  woman  whose  husband  is  living  sign 
business  letters  ? 

7.  How  should  a  widow  sign  business  letters  ? 

8.  Give  form  of  salutation  to  be  used  in  writing  business  letters 
to  a  woman.  Give  form  of  salutation  to  be  used  in  writing  business 
letters  to  a  firm  of  women. 

B 

1.  Give  in  tabular  form  abbreviations  for  the  following  words: 
agent,  assistant,  corresponding  secretary,  manufacturing,  manager, 
president,  secretary,  superintendent,  treasurer,  railroad,  railway. 

2.  Write  in  tabular  form  the  words  represented  by  the  following 
abbreviations  and  explain  their  meaning,  namely:  c.i.f.,  e.g.,  f.  o.  b., 
i.e.,  inst.,  pp.,  prox.,  ult.,  viz. 

3.  Write  the  abbreviations  for  all  of  the  months. 

4.  Give  two  rules  for  the  use  of  the  period. 

5.  Give  seven  rules  for  the  use  of  the  comma  and  illustrate  each 
rule. 

6.  Give  two  rules  for  the  use  of  the  semicolon  and  illustrate. 

7.  Give  two  rules  for  the  use  of  the  colon  and  illustrate. 

8.  Explain  the  use  of  marks  of  parentheses. 

Note.  The  instructor  should  drill  the  students  in  the  abbrevia- 
tions of  the  states,  the  rules  of  capitalization,  and  the  rules  governing 
the  writing  of  figures. 

To  fold  a  Letter  Sheet.  A  business  letter  sheet  usu- 
ally takes  three  folds.  It  is  turned  from  the  bottom 
to  the  top,  bringing  the  bottom  edge  of  the  sheet  to 
within  a  quarter  of  an  inch  of  the  top  edge,  thus 
folding  the  sheet  nearly  in  the  center.  The  sheet 
thus  folded  is  then  turned  one  third  from  the  right 
to  the  left, _  and  one  tliird  from  the  left  to  the 
right. 


64 


COMMERCIAL   CORRESPONDENCE 


The    following    illustration    shows   a    letter    sheet 
correctly  folded :  — 


Letters  containing  Inclosures.  A  letter  containing 
an  inclosure  should  mention  that  there  is  an  inclosure, 
and,  if  it  be  a  remittance,  e.g.^  money  order,  check, 
draft,  etc.,  it  should  state  definitely  the  amount  and 
how  it  is  to  be  applied.  The  reply  should  acknowl- 
edge the  receipt  of  letter  and  inclosure,  and,  in  case 
of  a  remittance,  state  that  credit  has  been  given  for 
it.  The  inclosure  should  always  be  folded  in  with 
the  letter. 

Letters  containing  inclosures  should  have  the  word 
"  Inclosure  "  in  the  lower  left-hand  corner  as  shown  in 
the  following  letter.  This  is  important  as  a  piece  of 
office  practice.  It  calls  attention  to  the  fact  that 
inclosures  should  accompany  the  letter,  the  omis- 
sion of  which  is  a  frequent  cause  of  delay  and 
annoyance. 


THE   TECHNIQUE   OF  A  BUSINESS  LETTER        55 


100  State  Street, 
Chicago,   III.,   Dec.  8,    19 

Messrs.   Scott   &.   Browne, 

904   Market  Street, 

Cleveland,  Ohio. 

Gentlemen  : 

Inclosed  find  my  check  payable  to  your  order 
for  three  hundred  and  fifty  dollars  ($350)  in  pay- 
ment of  the  accompanying  bill. 

Kindly  return   bill   receipted,   and  oblige 

Yours  truly, 
(2  inclosures.) 


The  manuscripts  on  the  pages  following  should  be 
transcribed  by  the  student,  special  attention  being 
given  to  the  following  points,  viz. :  — 

1.  Spacing  and  punctuation  of  heading. 

2.  Spacing  and  punctuation  of  introduction. 

3.  Marginal  spacing. 

4.  The  writing  in  full  of  all  abbreviated  words. 

5.  The  correction  of  any  mistakes. 

The  Caret  A  shows  that  something  written  above, 
below,  or  in  the  margin  should  be  read  in  the  place 
indicated. 


56 


COMMERCIAL  CORRESPONDENCE 


Exercise  7 

u)qA.  ^.e.  >w.  «u, 

^Xta  -t*****-  tey^**,  Av«  AflA^^i«vUi.  ii  xjjj^xA  Wc.  lAA  /maoA^  ^) 

iuruA/yi    OjeAtcLuu  cUJ-C/vKlcuAtftj  unXltuo  umicW  to  Ccvieiajd/L tufeb*;^ 
w>wJuu«iui  VM  Xumu  wXioxl-  ^X!l^     «^  t*>u«,  oAoMlkJ^  tut.  aounA' 


r 


ClotluAC  JWiXrrtLay  unit 
•4»^ul,4Ati.l-  il'tegftc^aro^ /uLAtOyrm^         'WL;u:ufl  \jjxm^^s)^ '^iAtJe^Al 


,>^ 


"^ 


Make  a  clean  copy^  supplying  a  date  and  writing  out  all  abbreviated 
words  except  D.  C.  and  U.  S. 


THE  TECHNIQUE  OF  A  BUSINESS  LETTER         57 


Exercise  8 


;f^ef report  of^the  "business,  of  this  office  ^i^t-   ^ 
the  f  Isqfife,  yea^X  June  30,  f  Aj^  roopootfully  -oub-- 


^&Krii^^^^ift:;5sr<< 


/5  o^^i^^^.A.'itJikLLvc^U^^  ^ 

>^ureau  Is  li^oxoollOnt  coftditlon,  and  fully  up  to  *^ 

Vt7  the  requl^^ents  of  the  /ept.      In  fact,^V  Is  aoi*«       ^ 


^Tadvanced 


rafat  thl8>4«»lthan -it-'Tias  uouolly^heen/^z;^ 


ls\«ii'8ult  has  "beeiv  jacc6n5)ll8hed/Cy^'ittost/un 
emitting  efforts  T»3ca11-  the   officers  and  e 


-5y  -TO  as  on  -ef  -^he^growth  of  the  Pos' 
tal  SerYlce)3he  work  of  this/office  \%^^tz^%^^ 
the  Increase,  while  a  corespo/adlng  Increase  of 
I  4»  not.  made.   "Tlhe  -need  of -aei=e  olerJEe-  has 


force 

been  keenly^ef^lt   In  several  7)lylslons,  hut  most 

severly  In  that  branch  of  the  p^fflce -^rtilcli  assortj^. 

and  numher/^^he  money  orders  and  post/l  notes.  '^ 

-4^ 


Resp*t  Submit ed. 


Auditor* 


Sec  of  the  Treaa 


Make  a  correct  copy,  supplying  a  date  and  writing  in  full  all 
abbreviated  words. 


58  COMMERCIAL   CORRESPONDENCE 


Iizercise  9 


The  struggle  against Pgreat  britaln  was  began  "by  the 


engllsh  speaklng^collonleaj^any  such  intention  however, 
warmly  favored  in  New  england  wnt^^net   app ro  ve a  Jt>y^  o ther 
oollonies  and  was  formerly  dissavowed  by  Cong  on  July  6, 
1775.   Penna  Md  and  Ne%  J.^had  enjoined  upon  thier  dila- 
gates^the  rej)((otion  of  any  proposition ^^^r^a  seperation  and 
jNy^was  jfc«- much  opposed  to  it  that  her  dilegates  took  no 
prominent -^»4ir  in  promoting  it  Jeffersons  object  all  along 
was  to  Impress  upon  the  do c/the  ^onsis^t ant)  character  of  a 
renunsiation  of  the  k^g  adams  supported  the /declaration 
with  zeel  and  ability  fjlghting  fairlessly  for  every  word  of 
it.  ^  The  death  of  the  two  were  allmost  simultanious  oocul*- 
Ing  on  the  same  day  Z-oXy   4  1862  the  fiftieth  anlversary  of 
their  joint  success  in  producing  the  declaration  of  inde- 
L  pendence.  j   ^ 

Make  a  copy,  correcting  all  mistakes  and  punctuating  properly. 
Do  not  change  phraseology. 


THE   TECHNIQUE   OF   A  BUSINESS  LETTER        59 


^.c^p-^  -^l-*^/^«^  .-^x-tt^or 


,<a-<-t-c^  £3£.£-<i:jiZ-'%^ 


yCU^^^A^^ 


Dl^stinotions/will  al/ways  exist  under  ev.ersyfonnol 
Govt.V  thftt  io  Juaf.  Eqiiality  of  talents  of  education  or 
of  wealth  cannot  be  produced,   tinder  human  laws^   Every  man 


is  equally  entitled  to  proteotJonTin  the  full  enjoyment   of^ 
iveiVb 

'^  ^gratuitys  and 


fthegifts  of  heaver^but  when  the  laws  tindertake  to  add  to 

to  gfant  Titlesfj 


these  artificial  distinctions 

exclusive  privileges,  to  make  the  rich  richer  and  the  potent 

more  powerful,  the  humble  members  of  society^ has  a  right 

±SkaAJuoJdU 
to  complain  of  the  injustice  of  there  Govt.  ,-^  -eontaina.  nc 

ne^ssary  evilsyand  if  it  will -^i^re^equal  protection  to  the 

richy^nd__tjie  poor\  it  would  be  an  vmqualified  blessing, 


iJr 


Make  a  copy,  correcting  all  mistakes  and  punctuating  properly. 
Do  not  change  phraseology. 

Note.     The  above  paragraph  is  taken   from  President  Andrew 
Jackson's  Veto  Message  of  July  10,  1832. 


60  COMMERCIAL  CORRESPONDENCE 


Exercise  11 

In  your  hands  ny  dissatisfied  fellow-countrymen  and  nti\ 
la  mine  Is  the  momentous  Issue  of  civil  war  the  government  wUl^ 
not  assail  you  imlagB  arou  aooall  i%  ftret  you  can  have  no  con* 
fllot  without  helng  yourselves  the  aggressors  you  have  no  oath 
registered  In  heaven  to  destroy  the  government  while  1  shall 
have  the  most  solemn  one  to  "preserve  protect  and  defend  It" 

■dffl-PflULB  ' uf  11  With  yew  anrl  nnt  wrItTi  mft   Is  the   seloan  queotloa' 
iahall  It  be  peace  or  a  oword^  Inclose  we  are_noi/we  must  not 
•Ix  alAene  er  enemies  but  fellow  oountrynen  *nd  brethorn- 
/k^hough  passlon^^MM  stralned^our  honds  of  affection'  4o4.  tiardliy 
they  Bme»  not'  i  am  sure  they  will  net  ho  lirolieu  the  nystlc 
chords^whleh  .proogodlng  from  ae  tfeny  hattleflel^and 


patriot  graveW>^ii7'''tfirn"nolTill^*^^  and  -eba^-hearths  Jiar 

^enilueiiL  -< 


will  yet^agalivharaonlop  In  their 
ancient  auoio  whon  broathod  upon  "by- the  guardian  angelj  of  4h6-^^ 

Beiorite,  embodying  corrections. 

Note.  The  above  is  the  closing  paragraph  of  President  Lincoln's 
First  Inaugural.  As  originally  written  by  Lincoln  it  closed  with  the 
words,  "  Shall  it  be  peace  or  a  sword  ?  "  Secretary  Seward  submitted 
what  follows,  which  was  adopted  by  Lincoln  and  transformed  by  the 
magic  of  his  genius,  as  shown  by  the  amendments. 

CORRESPONDENCE:  HOW  HANDLED 

(See  page  186,  Letter  Filing  and  Card  Indexing) 

Some  explanation  of  how  the  correspondence  of  a 
business  office  is  conducted  should  accompany  instruc- 
tion in  letter  writing,  for  one  who  has  knowledge  of 


THE   TECHNIQUE   OF   A  BUSINESS  LETTER        61 

the  methods  of  a  business  office  will  undoubtedly 
write  a  better  business  letter  than  one  who  has  no 
such  knowledge.  Every  office  has  its  individual  sys- 
tem of  treating  its  correspondence.  All  systems, 
however,  have  two  principal  objects :  first,  exactness ; 
and  second,  dispatch  in  the  handling  of  letters.  In 
their  essentials  all  systems  are  very  much  alike. 

Incoming  Letters.  In  most  offices  all  incoming  let- 
ters, after  they  are  answered,  are  systematically  filed 
in  cabinets  alphabetically  divided.  It  is  important 
that  all  letters  should  be  kept  for  a  time,  for  often 
they  are  of  value,  and  frequently  they  are  the  only 
reliable  evidence  of  disputed  business  transactions. 
The  length  of  time  they  should  be  kept  must  be 
determined  by  the  judgment  of  the  owner  and  the 
character  of  the  correspondence.  For  instance,  a 
well-known  law  firm  which  has  been  in  business  for 
thirty  years  has  complete  records  of  all  correspond- 
ence during  that  time.  On  the  other  hand,  a  business 
house  having  a  mail  of  from  three  to  ten  thousand 
letters  a  day  destroys  the  bulk  of  its  correspondence 
when  it  is  six  months  old. 

Outgoing  Letters.  A  copy  is  generally  kept  of 
every  letter,  invoice,  or  other  document  sent  out  of 
the  office.  There  are  tw^o  methods  of  making  these 
copies,  viz. :  — 

1.  Press  Copy.  By  means  of  the  copying  press  a 
facsimile    may  be  made    of   any    document    written 


62  COMMERCIAL  CORRESPONDENCE 

with  copying  ink.      The  copies  are  generally  made  in 
a  press  copying  book,  which  is  a  book  of  tissue  leaves. 

Note  to  Teacher.  The  press  copy  process  should  be  explained 
here  in  detail  and  every  student  be  required,  some  time  during  the 
course,  to  press  copy  a  pen  written  letter,  and  a  typewritten  letter. 
The  difference  between  copying  and  record  ribbons  should  be  ex- 
plained, the  attention  of  the  student  being  called  to  the  fact  that 
copying  ribbons  are  used  when  copies  of  typewritten  letters  are 
made  by  means  of  the  press  copying  process,  and  record  ribbons  when 
they  are  made  by  means  of  the  carbon  process. 

2.  Carbon  Copy.  By  means  of  carbon  paper  an 
exact  duplicate  may  be  made  of  any  document. 
Carbon  copies  are  sometimes  made  of  all  replies  to 
letters.  They  are  then  attached  to  and  filed  with 
the  original  letters,  thus  taking  the  place  of  the 
copying  book.  The  carbon  method  of  preserving 
copies  of  letters  is  used  extensively,  and  is  preferred 
by  many  business  houses. 

A  carbon  "  copy  "  is  a  "  duplicate  original,"  that 
is,  one  struck  off  at  the  same  time  as  the  original  by 
the  carbon  process ;  and  it  may  be  introduced  in 
evidence  in  law  as  the  original.  In  the  words  of  a 
judicial  decision,  "A  carbon  copy  of  a  paper  made 
by  the  same  impression  of  type  as  the  original,  and 
at  the  same  time  (but  not  a  letter  press  copy),  may 
be  regarded  as  a  duplicate  original." 

A  letter  press  is  not  an  original,  but  is  truly  a 
copy,  which  cannot  be  presented  in  evidence  unless 


THE   TECHNIQUE   OF  A   BUSINESS  LETTER         63 

the  absence  of  the  original  is  duly  accounted  for  and 
evidence  is  forthcoming  to  show  why  such  original 
cannot  be  produced. 

From  this  brief  description  it  is  evident  that  a 
good  business  letter  is  one  w^hich  is  complete  in  itself, 
so  composed  as  to  be  quickly  and  clearly  understood, 
and  in  such  form  as  to  permit  of  answering  and  filing, 
with  exactness  and  dispatch. 

MISCELLANEOUS  HINTS 

1.  Letters  to  a  stranger  concerning  one's  own  affairs  or  interests 
and  requiring  an  answer  should  always  inclose  a  stamp. 

2.  Be  prompt  in  replying  to  all  letters  that  you  receive ;  it  will 
show  attention  to  your  correspondent's  interests  and  secure  his  favor- 
able opinion. 

3.  Do  not  write  with  a  lead  pencil. 

4.  Never  write  a  letter  when  excited  or  angry. 

5.  Business  letters  should  be  answered  the  same  day  they  are 
received,  unless  the  answer  is  delayed  for  a  definite  reason. 

6.  Always  have  your  full  address  in  the  letter  and  sign  your 
name  in  full. 

7.  In  ordering  goods  complete  shipping  directions  should  always 
be  given. 

8.  In  acknowledging  the  receipt  of  a  letter  always  mention  its 
date. 

9.  Be  particular  to  spell  your  correspondent's  name  correctly. 

10.   Do  not  use  such  forms  as  rec'd,  y'rs,  gents,  resp'ly,  etc. 

IL  In  closing  a  letter  to  a  stranger  you  may  say  /  am,  but  not 
/  remain.  The  latter  form  should  be  used  if  you  have  had  previous 
correspondence  with  him,  so  that  there  is  at  least  a  slight  acquaint- 


64  COMMERCIAL   CORRESPONDENCE 

12.  Do  not  forget  to  date  your  letters.  The  date  on  what  seemed 
at  the  time  of  writing  a  very  insignificant  note  may  make  the  com- 
munication valuable  at  some  future  time. 

13.  In  addressing  a  letter  to  a  married  woman  do  not  use  her 
husband's  title.  Such  forms  of  address  as  Rev.  Mrs.  Bigelow,  Mrs. 
Dr.  Edwards,  and  Mrs.  President  Wilson  are  not  in  good  taste. 

14.  Do  not  use  the  sign  #  or  No.  before  the  number  of  a  house 
or  of  a  post-office  box.  It  adds  nothing  to  the  plainness  of  the 
address. 

15.  Do  not  use  titles  indiscriminately  or  inconsistently. 

16.  Do  not  use  postal  cards  for  anything  but  brief  business  notifi- 
cations. 

17.  If  a  letter  consists  of  more  than  one  sheet,  the  sheets  should 
be  carefully  arranged  in  order  and  paged.  It  is  well  also  to  put  the 
initials  of  the  person  to  whom  the  letter  is  sent  before  the  page 
number,  as  (G.  W.  H.  2). 

18.  If  a  letter  contains  an  inclosure  or  inclosures,  indicate  the 
fact  by  placing  the  word  (inclosure)  or  (3  inclosures)  in  paren- 
theses in  the  lower  left-hand  corner  of  the  letter.  This  is  exceedingly 
important,  as  it  informs  the  clerk,  who  may  be  preparing  a  number 
of  letters  for  mailing,  which  letters  require  inclosures  and  which 
do  not. 

19.  As  far  as  practicable,  letters  should  be  placed  in  their  respec- 
tive envelopes  and  addressed  as  soon  as  they  are  written.  Leaving  the 
making  up  of  letters  until  post  time  is  a  frequent  cause  of  mistakes, 
such  as  omission  of  inclosures,  putting  wrong  letter  in  envelope,  etc. 

20.  It  is  better  to  refuse  a  request  by  letter.  In  a  letter  one  need 
say  only  what  one  chooses  to  say ;  in  an  interview  one  may  have  to 
say  more  than  it  is  wise  to  say. 

21.  Letters  should  be  answered  promptly,  courteously,  and  deci- 
sively. 

22.  Do  not  let  your  letters  run  over  a  page  except  when  absolutely 
necessary. 


THE   TECHNIQUE   OF   A  BUSINP:SS  LETTER         65 

SUGGESTIONS   TO   TEACHER  AND   STUDENT 
Every  letter  should  be  read  over  carefully  by  the 
student  and  the  teacher,  each  applying  to  it  the  fol- 
lowing tests,  namely :  — 

1.  Is  it  a  complete  record  of  the  business  transaction  concerning 
which  it  is  written ;  that  is,  does  it  interpret  itself,  or  is  it  necessary 
to  consult  the  memory  or  files  for  further  information? 

2.  Is  its  composition  good  ? 

3.  Does  it  show  a  clear  grasp  of  the  business  proposition  ? 

4.  Is  it  in  good  form  ? 

5.  Is  the  penmanship  the  student's  best  ? 

Note.  It  is  suggested  that  the  teacher  have  a  rubber  stamp  made 
consisting  of  the  words 

arrangement 
composition 
penmanship 
typewriting 

Every  letter  examined  by  the  teacher  should  be  stamped  at  the 
top  with  this  stamp  and  a  grade  given  for  each  of  these  things.' 


CHAPTER    III 

THE  COMPOSITION  OF  A  BUSINESS   LETTER 

The  advantages  of  transacting  business  by  letters 
are  being  more  generally  recognized.  In  many  re- 
spects this  method  of  carrying  on  trade  is  more 
expeditious,  economical,  accurate,  and  satisfactory 
than  the  old  method  of  personal  solicitation.  By 
the  old  method  business  was  limited  to  trading  with 
immediate  neighbors,  or  extended  at  most  over  a  cir- 
cumscribed territory.  Now,  however,  with  writing 
machines,  and  postal  and  transportation  facilities 
which  circle  the  globe,  there  is  scarcely  any  region  so 
remote  that  business  may  not  penetrate.  A  medium 
of  communication  so  common  and  far-reaching,  so 
vast  in  its  possibilities,  so  important  in  its  results, 
deserves  serious  and  intelligent  study. 

That  the  art  of  writing  business  letters  should  be 
more  fully  developed,  and  that  training  in  the  subject 
is  an  important  part  of  the  equipment  of  every  one 
ambitious  to  reap  the  rewards  of  business,  is  com- 
monly acknowledged.  The  object  of  a  business  let- 
ter is  either  the  soliciting  of  business,  the  bringing 
about  of  a  sale,  or  the  securing  of  some  other  com- 
mercial advantage,  and  whatever  facilitates  these  re- 


THE   COMPOSITION   OF   A   BUSINESS  LETTER       67 

suits  is  eagerly  adopted  by  the  wide-awake  business 
house.  That  the  general  make-up,  style,  and  com- 
position of  a  letter  exercise  considerable  influence 
in  securing  the  attention  and  interest  of  prospective 
customers  is  unquestioned.  Business  men  are  real- 
izing this  more  and  more  every  year,  as  is  evi- 
denced by  the  taste  and  expense  which  they  bestow 
upon  the  printing  and  engraving  of  their  letter  heads, 
the  quality  of  the  paper  they  use,  and  the  care  in  the 
composition  of  their  letters.  With  the  advancement 
of  business  methods  has  come  a  nicer  regard  for 
exactness  and  propriety  in  the  details  of  letter 
writing. 

The  Elements  of  a  Business  Letter.  Unless  one 
has  a  clear  idea  of  the  elements  that  constitute  a 
good  business  letter,  he  cannot  reasonably  hope  to 
write  such  a  letter.  Therefore  it  is  necessary  that, 
before  the  student  writes  the  exercises  which  follow, 
he  should  have  some  definite  outline  upon  which  to 
build. 

In  the  previous  chapter  it  has  been  stated,  and  it 
should  be  repeated  here,  that  from  the  point  of 
view  of  technique,  the  good  business  letter  is,  first, 
conventional  in  form ;  second,  easily  interpreted 
from  its  contents  without  the  aid  of  extrinsic 
evidence,  or  the  memory  of  some  office  assistant ; 
and  third,  so  constructed  and  arranged  as  to  permit 
of    the    disposing    of    its    contents    with    exactness 


68  COMMERCIAL   CORRESPONDENCE 

and  dispatch.  From  the  point  of  view  of  the 
composition,  a  good  business  letter  is  clear,  terse, 
coherent,  complete,  exact,  methodical,  and  courteous. 

Ordinarily  the  novice  begins  the  writing  of  busi- 
ness letters  with  the  preconceived  notion  that  the  ne 
jplus  ultra  of  such  letters  is  hrevity,  and  his  idea  of 
brevity  is  likely  to  be  manifested  in  such  expressions 
as  "  Yours  received,"  "  Gents,"  "  Yours  at  hand," 
"  Yours,  etc.,"  "  Received  yours  and  would  say," 
"  Yours  respect.,"  and  many  other  such  crude  forms. 
He  mistakes  abbreviated  words,  and  curt  and  uncouth 
phrases,  for  brevity.  In  his  desire  to  be  brief,  too,  his 
sentences  are  likely  to  be  colorless,  vague,  and  mean- 
ingless. Brevity  of  this  kind  is  likely  to  produce 
obscurity  and  to  add  to  the  labors  of  the  recipient  of 
the  letter.  It  is  not  sufficient  to  state  what  is  meant 
in  a  bare,  disconnected  fashion  ;  the  writer  must  be 
sure  that  the  reader  will  understand  him  fully,  and 
for  that  purpose  he  must  add,  by  way  of  explanation, 
illustration,  or  expansion,  whatever  details  are  neces- 
sary to  make  his  whole  meaning  clear. 

Instead  of  brevity,  therefore,  as  a  quality  of  a  busi- 
ness letter,  we  prefer  terseness,  because,  though  it 
implies  less  condensation,  it  implies  the  additional 
idea  of  grace.  The  quality  of  brevity  should  be 
restricted  to  the  writing  of  telegrams.  More  impor- 
tant than  brevity,  however,  in  letters  or  telegrams, 
is  the  quality  of  clearness. 


THE   COxMPOSITION  OF  A  BUSINESS   LETTER       69 

Clearness  is  secured  by  the  writer's  having  a  clear 
idea  of  what  he  wants  to  say,  and  then  expressing  it 
in  the  simplest  and  most  direct  manner.  While,  on 
the  one  hand,  there  should  not  be  the  conciseness 
that  lacks  precision,  yet  on  the  other  hand  there 
should  not  be  the  expansion  that  produces  confu- 
sion ;  for  as  there  is  obscurity  in  a  labyrinth  of 
many  words,  so  there  may  be  another  kind  of 
obscurity  from  their  paucity ;  profuseness,  how- 
ever, in  the  work  of  the  student,  is  to  be  pre- 
ferred to  paucity,  for  the  teacher  by  suggestion  and 
advice  may  correct  the  superfluity ;  practice  and  ex- 
perience will  in  time  overcome  the  fault  of  writing 
too  much. 

Terseness^  as  above  stated,  while  it  implies  concise- 
ness, has  the  additional  quality  of  grace  or  finish. 
This  grace  or  finish  may  be  secured  by  the  use  of 
apt,  precise,  definite  words  and  expressions  which 
convey  the  exact  meaning  intended.  This  precision 
may  be  acquired  by  the  cultivation  of  the  dictionary 
habit  and  the  careful  and  critical  revising  of  letters 
after  they  are  written.  Indefiniteness  and  looseness 
of  expression,  although  rather  prevalent  in  much  of 
the  present  day  correspondence,  is,  however,  to  be  con- 
sidered inexcusable.  To  illustrate  :  When  "  skilled  " 
is  meant,  do  not  say  "  competent,"  for  that  is  a  very 
different  thing.  Other  words  and  expressions  which 
are  often  indifferently  used  are  :  — 


70  COMMERCIAL  CORRESPONDENCE 


advise 

for 

inform 

you  will 

for 

will  you 

contract 

for 

agreement 

can 

for 

may 

would 

for 

should 

will 

for 

shall 

extra 

for 

addition 

We  beg  leave  to  acknowledge 

for 

We  are  pleased  to  acknowledge 

We  beg  leave  to  inclose 

for 

We  herewith  inclose 

Your  letter  of  recent  date 

for 

Your  letter  of  May  1 

We  acknowledge  your  order  of 

for 

We  thank  you  for  your  order 

a  few  days  ago  and  thank 

of  June  2 

you  for  same 

Every  letter  should  begin  and  end  naturally  and 
courteously  and  not  abruptly  and  unceremoniously. 

Some  introductory  forms  of  expression  to  be  used 
when  writing  a  letter  in  reply  to  another :  — 

Replying 

In  reply 

In  response 

In  answer  to  your  letter  of  the  10th  instant  informing  us  (then 
give  brief  resume  of  contents  of  letter  answered),  we  desire  to 
say 

We  are  in  receipt  of  your  letter  of  the  10th  instant,  stating  that 
(then  give  brief  resume  of  contents  of  letter  answered),  and  in  reply 
thereto  we  wish  to  inform  you  that 

Agreeably  to  your  request  as  contained  in  your  letter  of  the  29th 
ultimo,  etc. 

In  pursuance  of  your  order  under  date  of  the  3d  instant 

Referring  to  your  letter  of  the  9th  instant,  requesting 

I  am  in  receipt  of  your  letter  of  the  29th  instant 

In  reply  to  your  communication  of  the  25th  instant,  etc. 

In  compliance  with  your  request  contained  in  your  letter 

Confirming  our  telegram  of  this  morning,  etc. 


THE  COMPOSITION  OF   A  BUSINESS  LETTER       71 

Some  closing  forms  which  may  be  used  in  letters  :  — 

Thanking  you  for  the  order,  we  remain 

Regretting  my  inability  to  serve  you  in  the  present  instance,  I  am 
With  many  thanks  for  your  trouble  in  this  affair,  we  are 
Awaiting  the  pleasure  of  your  further  orders,  w^e  remain 
Trusting  that  this  delay  will  not  interrupt  our  former  pleasant 
relations,  we  remain 

Assuring  you  of  our  desire   to   serve  you  to  your   satisfaction, 
we  are 

Thanking  you  for  any  information  you  may  give  us,  and  assuring 
you  of  our  confidence  in  your  opinion,  we  are 

Hoping  that  this  request  may  meet  with  your  kindest  considera- 
tion, we  are  * 

The   following    letters  illustrate  the  difference  be- 
tween a  brief  letter  and  a  terse  letter :  — 

A  BRIEF  OR  CURT  LETTER 


Mr.  Robert  G.  Hunt, 

Grand  Rapids,  Mich. 


Washington,  D.  C, 
January  16,  19 


Dear  Sir: 

Yours  received.     The  matter  will  be  attended  to. 
Yours  truly, 

FRANK   W.    TAYLOR, 
Chief  Clerk. 


*  The  above  forms  are  merely  suggestive,  and  they,  and  others,  are  to 
be  used  only  when  they  are  in  entire  harmony  with  the  main  part  of  the 
letter. 


72       '  COMMERCIAL   CORRESPONDENCE 

A  TERSE  LETTER 

Washington,  D.  C, 

January  16,  19     . 
Mr.  Robert  G.  Hunt, 

Grand  Rapids,  Mich. 

Dear  Sir: 

Your  letter  of  the  2d  instant,  addressed  to  the  Post- 
master General,  with  accompanying  check  for  fifty  cents 
with  which  to  purchase  a  copy  of  the  Postal  Laws  and 
Regulations,  has  been  received  and  referred  to  the 
Public  Printer,  as  he  has  jurisdiction  over  the  sale  of 
the  Laws.    The  check  has  been  indorsed  to  his  order. 

Very  respectfully, 

FRANK  W.  TAYLOR, 

Chief  Clerk. 

These  letters  illustrate  what  is  meant  by  a  terse 
business  letter,  and  a  letter  that  is  colorless,  meaning- 
less, and  practically  worthless  because  of  its  brevity. 
The  first  letter  conveys  nothing  definite  whatever, 
and  no  one  could  tell  to  what  it  referred  without 
remembering  other  facts.  Even  to  the  writer  it 
would  in  all  probability  convey  no  meaning  one 
month  after  its  date.  On  the  other  hand,  the  second 
letter  is  a  complete  record,  and  if  read  years  after  by 
any  one  the  transaction  to  which  it  related  would 
be  thoroughly  understood.  In  answering  a  letter, 
enough  should  be  stated  in  the  answer  to  enable  the 
receiver  of  it  to  recall  what  he  had  written  without 
his  having  to  consult  previous  correspondence. 


THE  COMPOSITION  OF  A  BUSINESS  LETTER       73 

Coherency  is  another  quality  that  a  business  letter 
should  possess.  Coherency  may  be  best  secured  by 
confining  the  message  to  only  one  subject.  No  irrele- 
vant matter  should  be  introduced,  and  whatever  does 
not  contribute  to  the  elucidation  of  the  subject 
should  be  omitted.  If  several  matters  are  treated, 
they  should  be  discussed  in  separate  paragraphs,  each 
complete  in  itself ;  the  treatment  of  a  particular  sub- 
ject or  part  of  subject  should  be  in  one  paragraph  or 
group  of  paragraphs.  Should  an  original  letter  con- 
tain several  propositions,  the  reply  should  discuss 
them,  so  far  as  possible,  in  the  order  and  form  in 
which  they  were  originally  presented. 

Completeness  is  a  fourth  qualit}^  of  a  business  letter. 
A  letter  and  its  answer  should  be  a  complete  record 
of  the  matter  or  transaction  of  which  it  treats. 
Every  large  business  office  has  some  system  of  pre- 
serving all  letters  received  and  copies  of  all  letters 
sent  out.  The  object  of  such  record  is  to  enable  the 
proprietor  to  determine,  at  any  time,  the  full  details 
of  the  business  transacted  by  correspondence.  If  the 
letters  do  not  show  the  transaction  completely,  they 
are  seriously  insufficient ;  they  would  probably  be  of 
no  avail  in  a  lawsuit,  and  the  time  and  efforts  spent 
in  keeping  the  records  are  wasted.  In  the  making  of 
contracts  by  letter,  it  is  most  important  that  the 
terms  should  be  completely  and  exactly  stated. 
Below  is  an  illustration  of  an  incomplete  letter :  — 


74  COMMERCIAL   CORRESPONDENCE 

INCOMPLETE  LETTER 

Salem,  Orkg., 

January  12,  19     , 
The  Fox  Grocery  Company, 

Pasadena,  Cal. 

Gentlemen  : 

What  is  the   matter  with  our   order?      Unless  the 
goods  are  received  before  Jan.  20,  we  countermand  it. 

Yours  truly, 

It  happened  that  the  original  letter  had  not  been 
inclosed  in  the  right  envelope  by  the  mailing  clerk, 
and  consequently  had  not  been  received  by  The  Fox 
Grocery  Company.  The  second  letter,  therefore, 
instead  of  helping  the  situation,  proved  an  exas- 
peration. Had  it  been  w^ritten  properly,  it  would 
have  been  better  understood,  and  w^ould  have  enabled 
The  Fox  Grocery  Company  to  fill  the  order  to  the 
satisfaction  of  both  parties. 

Below  is  shown  the  letter  as  it  should  have  been 
written :  — 

COMPLETE  LETTER 


The  Fox  Grocery  Company, 
Pasadena,  Cal. 


Salem,  Oreg., 
January  12,  19 


Gentlemen  : 

What  is  the  matter  with  our  order  of  Jan.  1,  for  ff teen 
boxes  of  muscatel  grapes  f  Unless  they  are  received  before 
Jan.  20,  we  countermand  the  order. 

Yours  truly, 


THE   COMPOSITION  OF   A   BUSINESS   LETTER       75 

Exactness  is  another  important  quality  of  a  business 
letter.  This  quality  is  probably  more  frequently  lack- 
ing than  any  other.  It  demands  attention  to  details. 
It  requires  that  all  letters  should  be  dated  ;  that  the 
name  of  the  addressee  should  be  correctly  spelled  and 
written  as  he  himself  writes  it ;  that  the  proper  title 
of  courtesy,  dignity,  or  distinction  should  be  given  ; 
that  the  full  address  and  name  of  the  writer  appear 
in  every  letter ;  that  if  money,  a  check,  draft,  money 
order,  etc.,  be  inclosed  in  a  letter  to  be  applied  to  a 
particular  purpose,  that  purpose  be  specifically  stated. 
This  is  very  important  in  some  cases,  for  if  one  owes 
several  debts  to  another,  and  sends  a  remittance  with- 
out stating  to  which  debt  it  is  to  be  applied,  the 
creditor  may  apply  it  as  he  thinks  best,  or  if  he  does 
not,  the  law  will  equitably  apply  it.  If  an  appoint- 
ment be  made,  the  time  and  place  should  be  fully  and 
clearly  mentioned.  In  saying  "  tomorrow  "  or  "  yes- 
terday "  or  "  this  evening  "  the  day  meant  should  be 
added ;  the  correspondent  may  note  the  date  of  the 
letter,  but  he  may  easily  overlook  the  fact  that  the 
letter  has  taken  a  day  to  reach  him,  and  thus  give  to 
"  tomorrow "  a  meaning  not  intended.  By  adding 
the  day  (Wednes^lay,  etc.),  all  possibility  of  mistake 
is  avoided.  All  facts  and  figures  should  be  accu- 
rately stated. 


76  COMMERCIAL  CORRESPONDENCE 

AN  INEXACT  LETTER 

130  S.  Second  St., 

Indianapolis,  Ind., 

January  1,  19     . 

The  Union  Publishing  Co., 

290  State  Street, 

Chicago,  HI. 

Gentlemen  : 

I  inclose  one  dollar,  for  which  please  send  me  your 

paper. 

Yours  truly, 

FRANKLIN  ROBERTS. 

AN  EXACT  LETTER 

130  S.  Second  St., 
Indianapolis,  Ind., 
January  1,  19     . 
The  Union  Publishing  Co., 
290  State  Street, 

Chicago,  111. 

Gentlemen  : 

Inclosed  find  one  dollar  for  subscription  for  one  year 
to  The  Sportsman.     Kindly  send  it  to  me  at  the  above 
address,  beginning  with  the  February  number. 
Yours  truly, 

FRANKLIN   ROBERTS. 


A  comparison  of  these  two  letters  shows  two 
important  points  in  the  second  letter  which  were 
omitted  from  the  first,  viz.:  the  one  dollar  is  to  pay 
one  year's  subscription  to  The  Sportsman;  and  the 
subscription  is  to  begin  with  the  February  number.. 


THE   COMPOSITION  OF  A  BUSINESS  LETTER       77 

As  publishing  houses  frequently  publish  more  than 
one  periodical,  a  mere  request  to  send  "  your  paper  " 
is  hardly  sufficient ;  and  inasmuch  as  the  writer 
desires  the  subscription  to  begin  at  a  future  time, 
that  time  should  be  stated  specifically. 

Method  as  a  quality  of  a  business  letter  means  that 
the  thoughts  should  be  presented  in  a  systematic 
manner  and  the  whole  arranged  according  to  the 
best  forms.  The  quotation  below,  taken  from  a 
business  letter,  shows  bad  construction :  — 

"Having  succeeded  to  the  late  firm  of  Armstrong 
Bros.  &  Company,  retailers  in  electric  supplies,  and  find- 
ing that  trade  is  rapidly  increasing,  I  will  in  consequence 
need  a  large  supply  of  material,  and  desire  to  buy  from 
you  on  60  days'  credit." 

The  above  sentence  presents  three  ideas:  first,  the 
statement  that  the  writer  has  succeeded  to  the  firm  of 
Armstrong  Bros.  &  Company ;  second,  that  his  trade 
is  rapidly  increasing ;  and  third,  that  he  desires  to 
buy  stock  at  60  days'  credit.  By  a  few  changes  these 
statements  can  be  presented  in  a  more  methodical 
manner,  as  follows  :  — 

"  I  desire  to  notify  you  that  I  have  succeeded  to  the 
late  firm  of  Armstrong  Bros.  &  Company,  retailers  in 
electric  supplies.  My  trade  is  rapidly  increasing,  and  I 
shall,  in  consequence,  need  a  large  supply  of  materials. 
I  wish,  if  possible,  to  buy  from  you  on  60  days'  credit." 

Custom  has  established  certain  forms  of  arranging 
of    a    letter;     these    facilitate    the    transaction    of 


78  COMMERCIAL   CORRESPONDENCE 

business,  and  all  letter  writers  should  be  familiar 
with  them  and  adopt  tliem  for  the  sake  of  method. 
Whenever  a  letter  contains  a  series  of  items,  they 
should  be  arranged  in  tabular  form  instead  of  being 
written  in  the  body  of  the  letter  as  a  part  of  the 
text.  Such  an  arrangement  secures  both  clearness 
and  method,  and  produces  an  agreeable  impression. 
The  following  letter  is  a  good  example  of  a  methodical 
treatment  and  arrangement  of  the  ideas  presented  :  — 

Dear  Sir  : 

The  recent  newspaper  statements  that  I  have  been 
interested  in  movements  either  to  tighten  money  or 
create  a  scarcity  of  gold  and  thus  interfere  with  natural 
and  early  resumption  are  without  the  slightest  founda- 
tion. On  the  contrary,  I  feel  deep  interest  in  your  efforts 
to  carry  the  country  to  a  successful  resumption. 

The  real  causes  of  the  recent  disturbances  in  the 
money  market  are  the  following :  — 

First.  Government  bonds  have  come  back  from 
Europe  faster  than  investment  orders  would  absorb 
them  —  the  surplus  is  carried  on  call  loans  and  these 
have  absorbed  several  millions  of  dollars. 

Second.  The  financial  troubles  in  England  are 
retarding  the  rapid  movement  of  Western  produce.  The 
elevators  at  Chicago  and  Milwaukee  are  full  of  grain ; 
at  Chicago  alone  are  about  7,000,000  bushels.  The  cur- 
rency sent  west  to  pay  for  this  grain  will  not  be  released 
until  the  grain  is  marketed. 

Third.  A  large  amount  of  foreign  capital  usually 
lent  on  call  in  Wall  Street  has  been  transferred  to  Lon- 
don and  Liverpool,  as  money  commands  better  rates 
there  than  in  New  York.     I  remain 

Yours  truly, 


THE  COMPOSITION   OF   A  BUSINESS   LETTER      79 

Courtesy  is  the  quality  which  gives  finish  to  the 
business  letter  and  commands  respect.  Business  cour- 
tesy, although  somewhat  less  ceremonious  than  draw- 
ing-room courtesy,  is  no  less  necessary  for  the  smooth 
intermingling  of  many  individualities  and  interests. 
Courtesy  should  be  manly,  dignified,  and  natural, 
for  w^hen  effusive  and  artificial  it  is  weak. 

The  Structure  of  a  Letter.  Business  correspond- 
ence consists  of  a  series  of  letters  written  to  and  fro 
until  the  business  transaction  to  which  they  relate  is 
completed.  For  the  purpose  of  illustrating  the  method 
of  framing  them,  it  will  be  sufficient  to  consider  the 
opening  or  original  letter,  and  the  letter  of  reply. 

An  original  letter  may  have  three  divisions :  first, 
an  introduction ;  second,  a  detailed  statement  of  the 
business  proposition ;  and  third,  some  appropriate 
close. 

A  letter  of  reply  may  likewise  be  divided  into 
three  parts :  the  first  part  consisting  of  a  sentence 
or  paragraph  acknowledging  the  receipt,  together 
with  a  brief  reference  to  the  gist  of  the  letter  to  which 
it  is  a  reply ;  the  second  part,  of  a  sentence  or  para- 
graph giving  a  detailed  and  full  response ;  and  the 
third  part  bringing  the  letter  to  an  easy  and  graceful 
close. 

The  following  illustration  will  make  this  clearer. 

We  wish  to  write  letters  upon  the  data  contained 
in  the  following  exercises  :  — 


80  COMMERCIAL  CORRESPONDENCE 

Howard  Fielding  is  opening  a  general  store  in  Akron,  Ohio,  and 
will  carry  a  line  of  groceries,  hardware,  dry  goods,  etc.  His  friend, 
Mr.  Samuel  Johnson,  of  the  firm  of  Carter  &  Johnson,  of  Columbus, 
Ohio,  who  is  acquainted  with  Messrs.  A.  &  J.  Webster,  dry  goods 
merchants,  of  1020  Market  Street,  Buffalo,  N.  Y.,  recommends  him  to 
open  correspondence  with  them.  Write  a  letter  to  the  Websters 
asking  to  open  an  account  with  them.     Add  further  references. 

Next  write  a  reply. 

ORIGINAL  LETTER 

Akron,  Ohio, 

May  2,  19      . 
Messrs.  A.  &  J.  Webster, 

1020  Market  Street, 

Buffalo,  N.Y. 

Gentlemen  : 

I  am  opening  a  general  store  here  and  shall  carry  a 

line  of  groceries,  hardware,  dry  goods,  etc.     Mr.  Samuel 

Johnson,  of  the  firm  of  Carter  &  Johnson,  of  Columbus, 

Ohio,  has  recommended  your  firm  to  me.     I  should  like 

to  open  an  account  with  you  for  the  purchase  of  dry 

goods.     As  further  reference,  I  give  you  the  names  of 

Messrs.  Wyse  &  Co.,  1040  Market  Street,  and  Messrs. 

Black  &  Graham,  of  1426  Main  Street,  Buffalo,  N.Y. 

Trusting  that  I  may  hear  favorably  from  you,  I  am 

»  Yours  very  truly, 

HOWARD   FIELDING. 

REPLY 

1020  Market  St., 
Buffalo,  N.  Y.,  May  4,  19 
Mr.  Howard  Fielding, 

Akron,  Ohio. 
Dear  Sir: 

We   are  in  receipt   of  your  letter  of  the  2d  instant 
asking  whether  you  may  open  an  account  with  us  for  the 


THE  COMPOSITION^  OF  A  BUSIN"ESS  LETTER        81 

purchase  of  dry  goods.     We  shall  be  pleased  to  enter 
your  name  upon  our  books,  and  trust  that  our  business 
relations  may  prove  mutually  satisfactory  and  profitable. 
Awaiting  your  orders,  we  are 

Yours  very  truly, 

A.  &  J.  WEBSTER. 

In  analyzing  the  first  exercise,  it  will  be  seen  that 
three  things  are  to  be  stated,  viz.  :  first,  by  way  of 
introduction,  that  Howard  Fielding  has  just  begun 
business ;  second,  that  upon  the  recommendation  of 
Mr.  Johnson  he  writes  to  the  Websters  to  know 
whether  he  may  open  an  account  with  them ;  and 
third,  the  names  and  addresses  of  other  references. 
To  omit  any  of  these  divisions  would  produce  an 
incomplete  letter. 

Then,  in  analyzing  the  reply,  we  find  that  three 
points  are  to  be  mentioned,  viz. :  first,  acknowledg- 
ment of  the  letter  from  Howard  Fielding ;  second, 
whether  or  not  the  Websters  will  open  an  account 
with  him ;  and  third,  some  appropriate  complimentary 
close. 

The  above  analyses  should  indicate  sufficiently  to 
the  student  how  to  proceed  in  writing  a  letter.  He 
should  hnow  fully  what  he  wants  to  write  about  /  he 
should  next  decide  upon  the  most  effective  manner  of 
presenting  his  thoughts  /  and  then  write  them  in  a  clea/r, 
terse,  complete,  exact,  and  methodical  manner. 


CHAPTER    IV 

INQUIRIES   AND  INFORMATION 

Before  entering  into  business  relations  with  a 
comparative  stranger,  prudence  dictates  that  infor- 
mation concerning  his  moral  character,  business 
principles,  financial  standing,  etc.,  should  be  obtained. 
Such  data  are  secured  either  from  one  of  the  numerous 
commercial  agencies  which  make  a  business  of  sup- 
plying such  information,  or  from  the  references  which 
the  applicant  for  credit  may  give.  The  value  of 
information  received  from  individuals  depends  upon 
their  trustworthiness,  integrity,  and  general  reputa- 
tion for  truthfulness. 

Letters  on  the  reputation  and  character  of  another 
are  written  in  confidence.  This  fact,  however,  should 
not  lead  the  writer  to  make  statements  founded 
upon  hearsay  which  he  could  not  fully  substantiate, 
and  which,  he  would  not  have  the  courage  to  avow 
openly,  or  which  might  subject  him  to  a  suit  for 
libel  if  disclosed.  Letters  of  inquiry  should  always 
contain  a  stamped  envelope  for  reply. 

The  following  show  two  forms  of  letters  of  inquiry 
issued  by  two  leading  business  houses :  — 

82 


INQUIRIES  AND  INFORMATION  83 

Little  Rock,  Ark., 

January  18,  19     . 
Mr.  Samuel  Earnest, 

Little  Rock,  Ark. 
Dear  Sir  : 

Mr.  Joseph  T.  Sands,  of  19  Main  Street,  wishes  to 
open  an  account  with  us ;  we  understand  that  he  is 
known  to  you.  Kindly  give  us,  if  possible,  in  strict  con- 
fidence, any  information  you  may  have  as  to  his  financial 
standing,  worthiness,  and  custom  of  paying  bills.  We 
shall  be  pleased  to  reciprocate  at  any  time. 

Thanking  you  in  advance  for  such  information  as  you 
may  give  us,  we  are 

Yours  very  respectfully, 

GAMBRILL  BROS. 


Mr. 


Raleigh,  N.  C, 

January  18,  19 


Dear  Sir  : 

In  confidence  please  inform  us  as  to  the  business 
standing  and  reputation  in  your  community  of 

Occupation   

Business  address 

Residence  address 

This  person  desires  to  make  a  purchase  from  us,  in- 
volving about  $75,  payable  in  small  monthly  payments. 
Any  information  you  may  give  us  concerning  his  busi- 
ness standing  and  reputation  will  be  appreciated,  and 
considered  strictly  confidential. 

Yours  very  truly, 

P.  S.  Kindly  endorse  your  reply  on  the  back  of  this 
sheet  and  return  it  to  us  in  the  inclosed  envelope. 


84  COMMERCIAL  CORRESPONDENCE 

The  following  are  brief  models  of  a  favorable  and 
unfavorable  reply  to  such  letters  :  — 

Little  Rock,  Ark., 

January  20,  19      . 
Messrs.  Gambrill  Bros., 

Little  Rock,  Ark. 
Gentlemen  : 

In  reply  to  your  letter  of  the  18th  instant,  it  gives  me 
pleasure  to  testify  to  the  reliability  and  trustworthiness 
of  Mr.  Joseph  T.  Sands.  I  know  him  to  be  conserva- 
tive in  his  expenditures,  and  do  not  believe  he  would 
incur  any  indebtedness  for  which  he  would  not  be 
amply  responsible,  and  which  he  could  not  promptly  pay. 
Respectfully  yours, 

SAMUEL   EARNEST. 

Whenever  it  is  necessary  to  vs^rite  an  unfavorable 
letter,  the  name  of  the  person  about  whom  it  is  writ- 
ten may  be  omitted. 

Little  Rock,  Ark., 

January  20,  19 
Messrs.  Gambrill  Bros., 

Little  Rock,  Ark. 
Gentlemen : 

Your  letter  of  the  18th  instant  is  received.     I  regret 
that   I  cannot   give  you   any  satisfactory  information 
relative  to  the  person  about  whom  you  inquire. 
Yours  truly, 

SAMUEL   EARNEST. 

EXERCISES  FOR  PRACTICE 

Letters  should  be  written  by  the  student  upon  the  data  contained 
in  the  following  exercises.     They  should  then  be  carefully  criticized 


INQUIRIES   AND   INFORMATION  85 

with  regard  to  the  mechanical  arrangement,  penmanship,  punctua- 
tion, capitalization,  spelling,  grammar,  and  the  manner  and  style  of 
composition.     (See  note,  page  65.) 

Exercise  12 

1.  Frank  Richards  is  located  in  Auburn,  N.  Y.  He  is  opening 
an  art  store,  and  will  carry  a  line  of  paintings.  Oriental  rugs,  and 
bric-k-brac.  In  correspondence  with  Mr.  A.  J.  Davis,  of  112  State 
Street,  Boston,  Mass.,  concerning  some  water  colors,  Davis  suggested 
that  Richards  write  to  Messrs.  Gerome  &  Troyon,  of  1507  Chestnut 
Street,  Philadelphia,  concerning  oil  paintings,  which  he  assured 
Richards  they  can  furnish  at  reasonable  cost.  Write  the  above  facts 
in  the  name  of  Richards  to  Messrs.  Gerome  &  Troyon,  adding  that  if 
satisfactory  terms  can  be  secured,  Richards  would  like  to  open  an 
account  with  them.     Add  two  references. 

2.  Then  write  a  letter  from  Messrs.  Gerome  &  Troyon  to  one  of 
the  references,  inquiring  as  to  Richards's  standing  and  reliability. 
Add  that  they  will  be  glad  to  extend  a  similar  courtesy  at  any  time, 
and  that  any  information  given  will  be  treated  as  confidential. 

3.  Then  write  a  favorable  reply  from  the  reference  to  the  effect 
that  many  years  of  personal  acquaintance  with  Richards  enables  them 
to  speak  of  his  integrity,  reliability,  and  energy  in  the  highest  terms. 
That  although  his  business  experience  has  not  been  extensive,  yet 
they  feel  that  his  knowledge  of  art  and  the  fact  that  he  will  have  no 
competitor  in  the  business  in  Auburn,  should  enable  him  to  build  up 
a  very  successful  business ;  also  that  he  is  a  man  of  some  financial 
responsibility  and  punctilious  in  meeting  all  obligations. 

4.  Then  write  an  unfavorable  reply  from  the  reference  to  the 
effect  that  many  years  of  business  acquaintance  with  Richards  has  led 
them  to  the  conclusion  that  he  is  of  unstable  character.  That  pre- 
vious to  the  opening  of  the  art  store  he  had  unsuccessfully  undertaken 
other  enterprises  to  the  dissatisfaction,  as  they  know,  of  many  cred- 
itors, among  whom  they  are  one.  They  therefore  feel  that  they  can- 
not recommend  him ;  but  in  view  of  the  above  statements  they  leave 
Messrs.  Gerome  &  Troyon  to  their  own  discretion. 


86  COMMERCIAL   CORRESPONDENCE 

5.  Then  write  letter  from  Messrs.  Gerome  &  Troyon  to  Richards, 
stating  that  they  regret  that  they  cannot  open  an  account  with  him. 
They  will  be  pleased,  however,  to  sell  goods  to  him,  but  can  do  so  only 
when  a  full  remittance  accompanies  order.  Close  with  a  wish  that 
he  may  be  able  to  accede  to  their  terms,  and  with  the  promise  that 
they  can  give  satisfaction  at  all  times,  as  the  variety  and  reputation 
of  their  canvases  are  unexcelled. 

Exercise  13 

You  have  received  an  order  for  five  hundred  dollars'  worth  of  goods 
from  Thomas  Pierce,  of  19  Queen  Street,  Lancaster,  Pa.  You  are  not 
acquainted  with  him.  Write  letter  acknowledging  receipt  of  order, 
and  stating  that  inasmuch  as  this  is  his  first  order,  it  will  be  neces- 
sary for  him  either  to  furnish  reference  or  to  send  a  check  for  the 
amount  of  the  order,  which  you  will  then  be  pleased  to  fill.  Add  a 
complimentary  close. 

Exercise  14 

1.  Messrs.  "Williams  &  Beasley,  of  917  Walnut  Street,  Philadel- 
phia, Pa.,  have  just  received  notice  from  the  Union  Freight  Company, 
Broad  and  Market  Sts.,  Philadelphia,  of  the  arrival  of  a  box  of  goods 
from  Messrs.  C.  &  G.  Bromwell,  372  Broadway,  New  York,  which 
they  ordered  fifteen  days  previous.  They  decline  to  receive  the  goods 
because  of  the  delay  and  as  they  have  lost  sales  in  consequence. 
Write  letter  from  Williams  &  Beasley  to  Messrs.  C.  &  G.  Bromwell, 
stating  that  they  refuse  to  receive  the  goods,  giving  reasons. 

2.  Then  write  letter  from  C.  &  G.  Bromwell  to  the  Union  Freight 
Company,  requesting  the  return  of  the  goods  at  Bromwell's  expense. 

3.  Then  write  letter  from  C.  &  G.  Bromwell  to  Williams  &  Beas- 
ley, acknowledging  receipt  of  letter  refusing  to  receive  the  goods  sent. 
Apologize  for  the  delay  in  sending,  which  arose  from  an  oversight  of 
the  shipping  clerk.  Add  that  they  were  sent  with  a  knowledge  of  the 
delay,  but  with  the  hope  that  they  might  still  be  in  time.  Close  with 
the  hope  that  this  mistake  will  not  interrupt  their  pleasant  business 
relations,  and  with  the  assurance  that  every  effort  will  be  made  to 
prevent  a  recurrence  of  a  failure  to  fill  orders  in  time. 


INQUIRIES  AND  INFORMATION  87 

Exercise  15 

1.  Messrs.  Robinson  &  Reynolds,  of  29  Madison  Ave.,  Chicago, 
desire  to  open  business  relations  with  Cooley,  Morse  &  Co.,  of  99 
Broadway,  New  York,  for  the  purchase  of  large  orders  of  hardware 
materials  from  time  to  time,  on  90  days'  credit.  They  give  several 
names  as  references.     Write  letter  to  this  effect. 

2.  You  are  traveling  salesman  for  Cooley,  Morse  &  Co.  They 
write  to  you  at  Auditorium  Hotel,  Chicago,  111.,  that  they  have 
received  the  foregoing  letter,  which  they  inclose,  and  ask  you  to 
investigate  the  standing  of  Robinson  &  Reynolds.    Write  their  letter. 

3.  Write  a  report  to  the  effect  that  you  called  on  Robinson  &  Rey- 
nolds, and  after  a  long  interview  came  away  with  very  unfavorable 
impressions.  That  all  your  efforts  were  unsuccessful  in  drawing  from 
them  information  regarding  their  affairs ;  that  very  little  business 
activity  was  manifested  while  you  were  present,  and,  from  information 
you  gained  from  other  reliable  sources,  you  believe  they  do  not  stand 
well  in  commercial  circles.     You  advise  cautious  dealings  with  them. 

4.  Write  letter  from  Cooley,  Morse  &  Co.  to  Robinson  &  Reynolds, 
acknowledging  receipt  of  Robinson  &  Reynolds'  letter,  and  expressing 
regret  that  they  cannot  give  to  Robinson  &  Reynolds  the  credit 
they  desire.  Cooley,  Morse  &  Co.  further  state  that  they  are,  of 
course,  desirous  of  extending  their  business  relations,  and  therefore 
will  be  pleased  to  furnish  goods  to  Robinson  &  Reynolds  at  discounts 
for  cash  payments,  which  would  more  than  counterbalance  a  credit  of 
90  days.  They  express  the  hope  that  Robinson  &  Reynolds  may  be 
able  to  comply  with  these  terms,  and  await  further  correspondence 
from  them. 

Ea:ercise  16 

1.  Edward  Bond,  William  Slater,  and  A.  P.  Warren  have  been  ap- 
pointed a  committee  on  behalf  of  the  Economic  Society  of  the  Denver 
High  School  to  secure  James  M.  Brill,  Esq.,  of  Central  City,  Colo.,  to 
deliver  before  the  Society  his  lecture  on  "  The  Distress  of  Nations." 
The  Society  is  prepared  to  pay  a  lecture  fee  of  fifty  dollars.  It  will 
suit  their  standing  appointments  to  assign  one  of  the  following  dates 
for  the  lecture :  January  31,  February  11,  or  February  27 ;  if  one  of 


8$  COMMERCIAL  CORRESPONDENCE 

these  is  not  possible,  the  Society  will  endeavor  to  accept  any  date  that 
the  lecturer  may  choose  between  January  31  and  the  first  of  March. 
Write  letter  to  James  M.  Brill,  Esq. 

2.  Then  write  letter  of  acknowledgment  from  James  M.  Brill,  Esq., 
to  the  above-named  committee,  thanking  them  for  the  invitation  to 
address  their  Society.  Express  his  regret  at  not  being  able  to  accept 
any  of  the  dates  they  specify,  owing  to  other  engagements,  but  if 
February  2  or  24  will  be  agreeable  to  them,  it  will  give  him  pleasure 
to  accept.  He  requests  an  immediate  reply,  as  he  is  holding  other 
plans  in  abeyance  until  hearing  from  them. 

3.  Then  write  letter  from  the  committee  to  James  M.  Brill,  Esq., 
thanking  him  for  his  letter,  and  selecting  February  24. 

Exercise  17 
You  are  in  receipt  of  the  following  letter :  — 

229  Commonwealth  Bldg., 


My  dear  Mr. 


Omaha,  Nebr., 

(Date.) 


I  have  just  opened  law  offices  at  the  above  address, 
and  as  I  am  unfamiliar  with  business  systems  I  write 
you  for  a  little  advice.  My  business  necessitates  my 
keeping  full  and  accurate  records  of  all  my  correspond- 
ence, and  as  I  know  that  you  are  familiar  with  the  filing 
systems  in  use,  I  beg  to  request  that  you  give  me  some 
information  regarding  them,  with  your  opinion  as  to  the 
best.  I  should  also  like  to  have  your  advice  as  to  the 
relative  merits  of  the  press  copy  and  carbon  copy  method 
of  duplicating  correspondence.  Which,  in  your  opinion, 
is  the  better  method,  and  what  are  the  advantages  and 
disadvantages  of  each. 

Thanking  you  in  anticipation,  I  remain 

Yours  very  truly, 

JAMES   B.    ANDERSON. 
Write  a  reply  to  the  above. 


INQUIRIES  AND  INFORMATION  89 

Exercise  18 

You  have  just  received  the  following  letter  from  a  friend :  — 

Seattle,  Wash., 

May  28,  19     . 
Dear  Mr.  : 

Knowing  the  experience  you  have  had  in  business, 
and  remembering  your  kind  offer  to  help  me  with  your 
advice  whenever  I  should  feel  inclined  to  seek  it,  I  write 
for  some  information  in  regard  to  the  writing  of  busi- 
ness letters.  Will  you  kindly  give  me  your  idea  of 
what  constitutes  a  good  business  letter,  together  with 
such  suggestions  as  you  think  will  be  helpful  in  carry- 
ing on  a  large  and  increasing  correspondence? 
Yours  very  truly, 

JOSEPH  YOUNG. 

Write  a  letter  of  at  least  150  words  in  reply  to  the  above. 


CHAPTER  V 

LETTERS  ORDERING  GOODS 

Much  delay  and  confusion  are  caused  by  careless- 
ness in  the  writing  of  letters  ordering  goods.  Such 
letters  require  the  following  to  be  accurately  and 
clearly  stated :  — 

1.  The  full  name  and  address  of  the  person  ordering 
the  goods. 

2.  If  goods  are  to  be  charged,  the  charge  name  and 
address  should  be  given. 

3.  If  remittance  is  sent  to  pay  for  goods  ordered,  the 
nature  and  amount  should  be  indicated. 

4.  The  article  ordered  should  be  distinctly  specified. 

5.  Shipping  directions,  such  as  express,  registered 
mail,  parcel  post,  or  freight,  sliould  be  given.  If  express 
address  is  different  from  mail  address,  that  should  be 
stated  also. 

6.  Quantities,  figures,  sizes,  and  measurements  should 
be  precisely  mentioned. 

7.  In  ordering  from  a  catalogue  where  the  goods  are 
represented  by  number,  the  number  should  always  be 
given,  the  article  specified,  and  the  particular  catalogue 
mentioned,  together  with  the  number  of  the  page  on 
which  reference  to  the  article  may  be  found. 

The  various  items  should  not  be  scattered  through- 
out the  letter  or  written  as  a  part  of  the  text ;    but 

90 


LETTERS   ORDERING  GOODS  9l 

they  should  be  gathered  together  in  one  place,  and 
arranged  in  tabular  form  as  shown  in  the  following 
letter :  — 


^^/^  ^^o^^^W^c^fc^'" 


yC<.^l/l/U^ 


"ay. 


/ 


'^a/.- 


c/^n^ou/  /7/-c/i^  ^Oi^uA^u,^ 


Letter  written  by  Mrs.  Rebecca  W.  Bancroft,  of  Germantown,  Pa.,  in  her  85th  year. 


92  COMMERCIAL   CORRESPONDENCE 

This  arrangement  gives  clearness  to  the  letter  and 
shows  forethought  and  consideration,  inasmuch  as  it 
enables  the  person  filling  the  order  from  it  con- 
veniently to  check  off  the  various  items  as  they  are 
supplied. 

All  orders  should  be  promptly  acknowledged,  as 
the  acknowledgment  completes  the  contract ;  more- 
over, it  is  pleasing  to  a  purchaser  to  be  assured  of 
the  receipt  of  his  order,  and  of  the  attention  it  is 
receiving.  The  good  will  established  by  such  a  letter 
more  than  compensates  for  the  time  and  expense 
consumed  in  writing  it.  Some  business  houses  use 
printed  forms  for  this  purpose.  The  following  is  a 
printed  form  of  postal  used  by  a  leading  house :  — 


THE  STROBE  ELECTRIC  SUPPLY  CO., 
905  Arc  Street. 


Cleveland,  Ohio, 


We  are  in  receipt  of  your  order   No of  the 

Inst.,  for  which  we  thank  you. 


We  will  ship. 


Yours  truly. 

The  Strobe  Electric  Supply  Co. 


Use  Catalogue  Number  per_ 

when  ordering. 


A  letter  renewing  an  order  should  be  as  complete 
and  explicit  as  the  original  letter.     For  instance,  to 


LETTERS  ORDERING  GOODS  93 

say,  "  Kindly  hurry  our  order  of  the  10th  "  may  not 
expedite  matters,  as  the  order  of  the  10th  may  not 
have  been  received,  either  through  the  carelessness 
of  some  clerk  or  through  a  fault  of  the  post  office. 
If  the  order  of  the  10th  were  repeated,  it  might  still 
be  filled,  notwithstanding  the  fact  that  the  original 
order  was  lost.  Again,  to  say,  "  Send  us  ten  more 
reams  of  paper  same  as  our  last  order"  necessitates 
the  looking  up  of  the  previous  order,  by  which 
valuable  time  may  be  lost.  There  is  also  a  possi- 
bility of  delay  through  the  carelessness  of  some  clerk 
in  filing  the  order  referred  to.  Such  a  letter  is  objec- 
tionable, too,  because  of  its  unfairness  in  shifting 
responsibility,  and  has  the  semblance  of  shirking 
one's  business  duty. 

Goods  should  always  be  sent  as  directed.  For 
instance,  if  goods  are  requested  to  be  sent  by  a 
particular  express  company,  they  should  be  sent  by 
that  company,  for  the  moment  the  goods  are  deliv- 
ered to  the  company,  in  the  eyes  of  the  law  they  are 
delivered  to  the  person  who  ordered  them,  and  if  they 
should  be  lost  or  destroyed  on  the  way,  the  loss 
would  fall  upon  the  purchaser.  On  the  other  hand, 
if  the  purchaser  requests  the  goods  to  be  sent  by  a 
particular  express  company,  and  the  seller  should  send 
them  by  some  other  company,  delivery  is  not  effected 
until  the  goods  are  actually  received,  and  if  they 
should  be  lost   or   destroyed   on    the   way,   the    loss 


94  COMMERCIAL  CORRESPONDENCE 

would  fall  upon  the  seller.  If  the  purchaser  leaves 
the  method  of  shipment  to  the  discretion  of  the 
seller,  actual  delivery  must  be  made. 

What  Goods  to  h(me  sent  hy  Mail.  It  is  generally 
advisable  to  have  sent  by  mail  goods  which  are  light 
in  weight,  small  in  bulk,  and  of  no  great  value.  (See 
p.  223,  Parcel  post.) 

What  Goods  to  hawe  sent  hy  Express.  It  is  advis- 
able to  have  sent  by  express  goods  of  great  value 
(such  as  watches,  jewelry,  etc.),  goods  easily  broken, 
goods  of  moderate  weight,  and  goods  desired  in  haste. 
Whether  to  send  by  express  or  by  freight  is  frequently 
a  matter  difficult  of  determination. 

What  Goods  to  have  sent  hy  Freight.  It  is  best  and 
cheapest  to  send  by  freight  goods  of  great  weight, 
large  bulk,  and  of  comparatively  small  value. 

Note.  In  letters  ordering  goods  and  in  invoices  it  is  cus- 
tomary to  capitalize  the  article  specified ;  thus,  3  hbls.  Flour; 
2  doz.  Brooms,  etc. 

Numerals  are  generally  employed  in  orders,  instead  of  writing 
the  number  in  words;  as,  10  doz. ;  2  gross,  etc. 

Exercise  19 

1.  Messrs.  Jones  &  Johnson,  129  Palmetto  Street,  Charleston,  S.  C, 
order  from  Clark  &  Morrell,  31  Pearl  Street,  New  Orleans,  La.,  the 
following  list  of  goods:  6  doz.  pair  No.  7  Dogskin  Gloves  at  $9  per 
doz. ;  1  gross  assorted  string  Ties  at  $  6  per  doz. ;  24  doz.  Star  Collars, 
No.  14 1,  at  $2.25  per  doz.;  12  doz.  No.  10  Stalwart  Cuffs  at  $3  per 
doz. ;  3  doz.  Ajax  White  Shirts,  No.  14,  at  i$  15  per  doz.  They  request 
that  the  goods  be  sent  by  the  Southern  Express  Company.  Write 
letter. 


LETTERS  ORDERING  GOODS  95 

2.  Then  write  letter  from  Clark  &  Morrell,  advising  of  shipment 
and  inclosing  invoice.     Make  out  invoice. 

3.  Write  reply  from  Jones  &  Johnson  acknowledging  the  receipt 
of  the  goods.  Clark  &  Morrell  have  sent  12  doz.  Eureka  Cuffs  at  1 2 
a  doz.  instead  of  the  Stalwart  Cuffs  as  ordered.  Explain  that  the 
12  doz.  Eureka  Cuffs  are  a  mistake,  that  Stalwart  Cuffs  at  $  3  per  doz. 
were  ordered.  State  that  the  Eureka  Cuffs  are  returned  by  express  ; 
and  the  invoice  inclosed  in  letter  for  correction.  Request  that  the 
Stalwart  Cuffs  be  forwarded  immediately.  Add  that  there  have  been 
other  mistakes  in  past  orders,  due  apparently  to  carelessness  of  in- 
competent clerks,  and  that  the  inconvenience  and  annoyance  caused 
thereby  is  so  great  that  they  will  be  compelled  to  deal  elsewhere 
unless  their  orders  receive  more  care. 

4.  Write  reply  from  Clark  &  Morrell  to  the  foregoing,  expressing 
regret  at  the  annoyance  caused.  Explain  that  it  has  been  due  to  the 
great  difficulty  they  have  had  in  getting  competent  clerks  and  the  dis- 
organized conditictn  of  the  shipping  department,  the  head  of  which 
they  have  only  lately  found  out  had  been  intentionally  manipulating 
orders  seemingly  for  the  purpose  of  injuring  them.  Add  that  he  has 
been  discharged,  the  department  reorganized,  and  that  they  feel  that 
future  orders  will  be  satisfactorily  filled.  Add  further  that  they 
cheerfully  make  the  exchange  and  return  invoice  corrected. 


Exercise  20 

Write  a  letter  ordering  the  following  from  Harwood  &  Rich- 
ardson, Auburn,  N.  Y. :  1  Parlor  Set  Mahogany,  7  pieces  (numbered 
in  their  catalogue  261) ;  3  Brass  Beds  (numbered  348)  ;  16  Antique 
Oak  Chairs  (numbered  516)  ;  3  Oak  Rockers  (12  a)  ;  1  Hat  Rack 
(19  b)  ;  1  doz.  Feather  Pillows  (medium  weight).  State  that  the 
goods  are  to  be  shipped  with  the  understanding  that  you  are  to  pay 
for  them  according  to  the  terms  of  their  offer  on  page  10  of  their 
catalogue,  viz. :  $  10  upon  the  receipt  of  the  goods,  and  $  5  per  month 
until  they  are  paid  for.  Give  two  references  and  full  shipping 
directions. 


96  COMMERCIAL  CORRESPONDENCE 

Exercise  21 

Order  from  Sterling  Hardware  Co.,  121  State  Street,  Pittsburgh, 
Pa.,  2  gross  Union  Knobs  (a  15)  ;  3  gross  4x4  Butts  (b  24)  ;  2  doz. 
Bronze  Hinges  (c  421)  ;  ^  gross  Coat  and  Hat  Hooks  (31) ;  10  kegs 
10  d  Wire  Nails.  Give  shipping  directions.  Ask  more  liberal  terms. 
Complain  of  delay  in  last  shipment. 

Exercise  22 

You  are  in  the  hardware  business  and  handle  putty  in  bulk  (i.e,. 
barrels)  at  ^1.50  per  100  pounds;  100  pound  tins  at  $1.65  per  100 
pounds;  50  pound  tins  at  $1.75  per  100  pounds;  25  pound  tins  at 
$1.85  per  100  pounds ;  12^  pound  tins  at  $  1.95  per  100  pounds.  The 
goods  are  genuine,  as  they  are  made  with  pure  linseed  oil  and  whiting, 
and  no  inferior  material  of  any  kind  is  used.     A  jobber  has  written  to 

you   under  date   of for  prices  of  putty.     Write  answer,  giving 

prices,  from  which  you  make  a  special  discount  or  rebate  of  5  cents 
per  100  pounds.     This  discount  is  given  only  to  jobbers. 

Exercise  23 

1.  Messrs.  Ballard  &  Sons,  of  29  S.  Broad  Street,  Savannah,  Ga., 
send  an  order  to  the  Paterson  Silk  Mills,  Paterson,  N.  J.,  asking  the 
mills  to  manufacture  for  them  one  thousand  yards  of  silk  similar  to 
the  sample  inclosed.  They  expect  to  pay  no  more  than  they  did  for 
the  previous  order ;  namely,  69  cents  a  yard.  They  desire  the  goods 
delivered  one  month  from  date.     Write  letter. 

2.  The  Paterson  Silk  Mills  Co.  acknowledge  receipt  of  the  above 
order,  accepting  the  same.    Write  letter. 

Exercise  24 

1.  William  F.  Springer,  of  Washburn,  Wis.,  sent  an  order  to  the 
Mail  Supply  Co.,  of  Chicago,  111.,  for  a  Folding  Pocket  Kodak,  No.  1 
(K  232,  Catalogue  No.  72,  page  493).  He  inclosed  $10,  the  price 
stated.  He  has  not  received  any  response  to  his  letter,  and  writes  for 
information.     Write  letter. 

2.  Then  write  letter  from  the  Mail  Supply  Co.  to  Mr.  Springer, 
stating  that  they  received  the  previous  letter,  but  that  as  the  writer 


LETTERS  ORDERING  GOODS  97 

neglected  to  sign  it,  and  as  there  was  no  identification  card  on  the 
envelope,  they  had  no  means  of  determining  from  whom  the  order 
came.  They  were  investigating  the  matter  when  they  received  the 
second  letter,  which  solved  the  difficulty.  They  add,  by  way  of  infor- 
mation, that  $25,000  was  recently  distributed  by  mail-order  concerns 
to  local  charities,  as  a  disposition  of  funds  accumulated  from  letters 
which  had  become  "  dead  "  through  the  carelessness  or  inadvertence 
of  letter  writers.  They  suggest  that  letter  writers  should  always 
have  name  and  address  in  letters,  and  that  money  should  not  be  sent 
loose  in  envelopes,  but  transmitted  in  the  form  of  money  order  or  by 
registered  letter.  They  add  that  they  have  shipped  the  Kodak  by 
_,  Express. 

Exercise  25 

1.  Charles  V.  Kern,  of  174  Elm  Street,  Cincinnati,  Ohio,  orders  of 
the  Electric  Supply  Co.,  Buffalo,  N.  Y.,  10  Electric  Newels,  oxidized 
copper,  No.  1929;  15  Electric  Fixtures,  polished  brass.  No.  509;  5 
Electric  Fixtures,  4  light,  polished  brass.  No.  501;  3  Combination 
Wall  Brackets,  oxidized  copper,  No.  159 ;  2  Combination  Fixtures,  4 
gas,  4  electric,  polished  brass,  No.  706 ;  10  Pendant  Forms,  6  light 
series.  No.  744.    Goods  to  be  sent  by  freight.    Write  letter. 

2.  The  Electric  Supply  Co.  acknowledge  the  receipt  of  Kern's 
order.  Kern  omitted  to  furnish  references,  and  made  no  mention 
of  how  he  proposed  to  pay  for  the  goods ;  he  is  therefore  requested 
to  furnish  the  names  of  two  responsible  firms  with  whom  he  does 
business,  or  to  express  a  willingness  to  pay  for  goods  ordered  on 
receipt  of  invoice.  Upon  receiving  a  satisfactory  reply  the  Electric 
Supply  Co.  will  have  pleasure  in  filling  order.     Write  letter. 

Exercise  26 

1.   On Frank  Holden  of   Lewiston,  N.  Y., 

sent  an  urgent  letter,  ordering  in  haste  of  Hubbard  &  Humphries,  of 
Schenectady,  N.  Y.,  a  list  of  articles,  a  copy  of  which  he  incloses.  Up 
to  date  he  has  received  no  reply.  He  is  greatly  annoyed,  and  has 
been  compelled  to  buy  in  the  market,  at  advanced  figures,  such  articles 
in  the  list  as  he  needed,  which  he  disposed  of  at  cost  rather  than  dis- 


98  COMMERCIAL   CORRESPONDENCE 

appoint  customers.  Write  letter  from  Holdeii  to  Hubbard  &  Hum- 
phries, stating  the  above  facts.  Mention  that  this  treatment  from 
them  is  unusual,  and  ask  for  explanation.  Add  that  if  goods  are  not 
received  before  a  specified  date,  they  may  consider  the  order  canceled. 

2.  Hubbard  &  Humphries  reply  that  Holden's  letter  is  their  first 
intimation  of  the  order.  The  first  letter  was  never  receiA^ed,  and 
doubtless  miscarried.  They  express  regret  at  Holden's  annoyance 
and  expense.  They  also  mention  that  he  knows  from  experience  that 
they  acknowledge  and  fill  orders  promptly.     They  state  that  they 

have  dispatched  the  order  by Express  and  that 

they  inclose  invoice.      They  close  with   the   hope  that  the   goods 

may  reach  Holden  before and  prove  satisfactory. 

Write  letter. 


CHAPTER    VI 

REQUESTS  FOR  PAYMENT 

The  letter  inclosing  an  account  and  requesting  its 
payment  is  so  common  in  business,  that  many  offices 
have  printed  forms  which  are  used  for  this  purpose. 
In  many  cases  these  forms  are  sufficient.  In  others, 
however,  the  writing  of  letters  especially  adapted  to 
the  particular  case  is  more  efficient  and  satisfactory. 

People  are  dilatory  in  paying  debts  either  through 
oversight,  misfortune,  carelessness,  indifference,  or  a 
desire  to  defraud.  One  should  therefore  endeavor  to 
learn  before  writing  which  of  these  is  the  probable 
cause  of  the  debtor's  failure  to  pay.  If  the  debtor 
has  hitherto  been  in  the  habit  of  paying  regularly,  it 
would  be  proper  to  assume  that  he  had  only  over- 
looked the  payment  in  question,  and  to  remind  him  of 
it,  e.g.^  by  sending  him  his  account,  suggesting  that 
he  has  probably  forgotten  it,  and  asking  him  for  more 
orders.  If  he  has  met  with  misfortune,  such  as  finan- 
cial losses,  then  leniency  or  an  extension  of  time  may 
be  better  business  policy  than  to  "  crave  the  law,  the 
penalty,  and  forfeit  of  the  bond."  If  delay  is  due  to 
carelessness  or  indifference,  a  pointed  letter  reminding 
the  debtor  that  prompt  payments  are  necessary  to  the 

99 


100  COMMERCIAL  CORRESPONDENCE 

economical  conduct  of  business,  and  that  one  depends 
upon  punctual  remittances  to  meet  his  obligations, 
may  often  prove  a  successful  plea.  If  it  is  known 
that  the  debtor  is  trying  to  defraud,  no  time  should 
be  wasted  in  writing  letters,  but  all  haste  should  be 
made  by  the  creditor  to  take  such  legal  steps  as  will 
protect  his  interests. 

A  simple  and  effective  method  of  compelling  de- 
linquents to  pay  their  debts  is  the  Protective  Asso- 
ciation. This  is  an  organization  of  all  those  in  a 
particular  line  of  business.  The  members  agree  not 
to  give  credit  to  any  one  against  whom  a  complaint 
may  be  lodged  by  any  member  of  the  organization  for 
refusing  to  pay  his  accounts.  It  is  a  kind  of  credit 
boycott ;  and  since  credit  is  a  most  important  asset 
in  business,  few  will  repudiate  their  obligations,  espe- 
cially when  they  know  that  to  do  so  means  a  general 
refusal  of  all  credit  from  others. 

The  following  series  of  letters  will  illustrate  the 
methods  of  these  associations  :  — 

Rochester,  N.Y., 

19     . 

Mr. — 

Dear  Sir: 
Your  account  amounting  to$ is  now 

so  long  past  due  that  we  must  insist  upon  a  prompt 
settlement.  Unless  it  is  attended  to  within  ten  days 
from  this  date,  we  shall  feel  compelled  to  hand  it 


REQUESTS  FOR  PAYMENT  .  ,      101 

to  the  Wholesale  Grocers'  Association  for  xit>tention. 

We  hope  that  by  a  prompt  remittance  yoU,wi'A'r^n-i  I*  »^  • ; 

der  this  action  unnecessary. 

Respectfully  yours, 


Member  of  the  National  Grocers'  Wholesale  Association. 

Should  the  debtor  ignore  this  letter,  information 
concerning  him  is  given  to  the  Wholesale  Grocers' 
Association,  as  shown  by  the  following  letter :  — 

BOCHESTER,    N.  Y., 

19      . 

Wholesale  Grocers'  Association, 
Gentlemen : 
The  ten  days  having  expired  without  any  satis- 
factory result,  since  Circular  No.  1  was  mailed  to 
the  persons  named  below,  you  will  please  send  them 
Circular  No.  3.  These  accounts  are  not  disputed; 
items  as  per  statements  attached. 


Member  Wholesale  Grocers'  Association. 


Name 


Address 


Amount 


A  letter  is  then  sent  from  the  secretary  of  the 
Association  to  the  delinquent,  stating  that  his  ac- 
count has  been  handed  to  the  Association  for  collec- 
tion, and  asking  him  either  to  remit  the  amount  or  to 
give  reasons  for  not  paying  it. 

If   the    debtor    continues    contumacious   and    still 


102  COMMERCIAL  CORRESPONDENCE 

refuses  to  repi}",  his  name  and  address  is  given  to  the 
members  of  the  Association  by  a  letter  similar  to 
the  following :  — 

January  31,  19    . 
PERSONAL. 

To  THE  Members  of  the  Wholesale  Grocers' 
Association  : 

You  will  please  take  notice  that  at  this  date  the 
below  mentioned  are  indebted  to  a  member  of  this 
Association  to  the  amount  specified.  According  to 
the  By-laws  of  the  Association,  no  sale  should  be 
made  to  these  persons  except  for  cash  before  deliv- 
ery, until  they  have  settled  with  the  member  of 
the  Association,  notice  of  which  will  be  promptly 
furnished.  This  information  is  given  to  you  in 
strict  confidence,  and  with  the  understanding  that 
you  are  directly  interested  in  receiving  the  same  for 
your  credit  protection.  This  privileged  communi- 
cation is  for  your  exclusive  use,  and  is  not  intended 
to  impute  dishonesty  or  financial  irresponsibility  to 
the  following :  — 


Name 


Address 


Amount 


From  the  foregoing  it  will  be  seen  that  this  plan 
of  protection  is  very  simple,  and  experience  has 
shown  it  to  be  exceedingly  effective. 

Such  organizations  must  be  careful,  however,  not 
to  use  their  power  unfairly  or  maliciously,  otherwise 
they  may  partake  of  conspiracies  and  render  them- 
selves liable  for  damages. 


REQUESTS  FOR  PAYMENT  103 

In  this  connection  it  should  be  stated  that  a  demand 
for  the  settlement  of  an  account  should  not  be  written 
upon  a  postal  card,  as  it  may  render  the  writer  liable 
for  damages.  It  is  an  offense  against  the  postal  laws 
to  write  anything  upon  a  postal  card  or  upon  an 
envelope  which  reflects  injuriously  upon  the  charac- 
ter or  conduct  of  another.  In  one  case,  on  three 
separate  occasions,  a  postal  card  was  sent  to  another 
which  had  the  following  notification  written  on  it, 

viz. : — 

You  owe  us  f  1.80.  We  have  called  several 
times  for  the  same.  If  this  is  not  paid  at  once, 
we  shall  place  the  same  with  our  law  agency  for 
collection. 

This  the  court  held  was  unlawful,  and  the  writer 
was  subjected  to  a  fine. 

One  would  be  within  the  law  in  writing  upon  a 

postal :  — 

Please  call  and  settle  account,  which  is  long  past 
due  and  for  which  collector  has  called  several 
times. 

It  is  held  that  this  would  not  be  unlawful,  since 
the  language  cannot  be  said  to  be  threatening  or 
offensive.  The  point  to  remember  is,  Does  the  writ- 
ing threaten  or  reflect  injuriously  upon  the  character  or 
conduct  of  another  f  If  it  does,  it  is  unlawful ;  if  it 
does  not,  it  is  lawful.  A  postal  card,  with  a  state- 
ment of  account  written  thereon,  may  be  transmitted 
through  the  mails  when  it  does  not  contain  anything 


104  COMMERCIAL  CORRESPONDENCE 

that  reflects  or  threatens,  or  any  other  matter  for- 
bidden by  law.  The  postal  department  does  not  hold 
the  usual  legal  notices  sent  out  by  tax  collectors  that 
tax  is  due,  or  about  to  become  due,  written  or  printed 
on  postal  cards,  to  be  unmailable. 

A  person  is  guilty  of  the  offense  under  the  statute 
when  he  mails  a  letter  inclosed  in  an  envelope  on 

which   the  words  " Collecting  Agency"  are 

printed  in  very  large,  full-faced  capital  letters  w^hich 
occupy  more  than  half  the  envelope,  and  are  so  placed 
as  to  be  entirely  separate  from  the  direction  to  return 
to  the  sender. 

Of  course  one  may  threaten  another  in  a  letter,  but 
even  in  a  letter  there  are  some  restrictions.  These 
restrictions  are  usually  prescribed  by  statutes  of  the 
various  states,  and  are  intended  to  prevent  the  writ- 
ing of  blackmailing  letters,  —  that  is,  letters  written 
for  the  purpose  of  extorting  gain  by  threats.  In 
Pennsylvania  the  statute  on  this  subject  reads :  — 

"  If  any  person  shall  knowingly  send  or  deliver 
or  utter  to  any  other  person,  any  letter  or  writing, 
accusing  or  threatening  to  accuse  either  the  person 
to  whom  such  letter  or  writing  shall  be  sent  or  de- 
livered, or  any  other  person  of  any  crime  or  mis- 
demeanor with  a  view  or  intent  to  extort  or  gain, 
by  means  of  such  threatening  letter  or  writing,  any 
property,  moneys,  security,  or  other  valuable  thing, 
from  any  person  whatever ;  every  such  offender 
shall  be  guilty  of  a  misdemeanor,  and  on  convic- 
tion, be  sentenced  to  an  imprisonment  by  separate 


REQUESTS  FOR  PAYMENT 


105 


or  solitary  confinement  at  labor,  or  by  simple  im- 
prisonment not  exceeding  three  years,  and  to  pay  a 
fine,  not  exceeding  $1000." 

Other  states  have  similar  provisions.  From  the 
above,  one  can  readily  see  that  the  sending  of 
threatening  letters  is  a  serious  offense  and  meets 
with  severe  punishment.  To  threaten  to  sue  a  per- 
son for  an  unpaid  account  is  always  permissible  in  a 
letter,  but  never  on  a  postal  card.  Communications 
of  this  kind  should  be  by  letter. 

Statute  of  Limitations.  The  Statute  of  Limitations 
requires  an  action  at  law  to  be  brought  within  a 
specified  time,  otherwise  all  legal  redress  lapses.  The 
statute  begins  to  run  from  the  time  of  the  contraction 
of  the  account  or  from  the  time  of  the  last  payment. 
The  following  table  shows  within  what  time  ojpen 
accounts  should  be  collected  in  the  various  states :  — 


Alabama     .    .    . 

Years 

3 

Indiana .     . 

Years 
.     .     6 

Yeans 

Montana  ...     5 

Arkansas    .     .     . 

3 

Iowa  .     .     . 

.     .     5 

Nebraska .     .     . 

4 

Arizona  .     .     .     . 

3 

Kansas   .     . 

.     3 

Nevada     .     .     . 

4 

California  .     .     . 
Colorado     .     .     . 

2 

6 

Kentucky    . 
Louisiana    . 

.     51 
.     3 

New  Hampshire 
New  Jersey    .     , 

6 
6 

Connecticut     .     . 

6 

Maine     .     . 

.     .    62 

New  Mexico  .     . 

4 

Delaware    .     .     . 
Dist.  of  Columbia 

3 
3 

Maryland    . 
Massachusetts 

.     3 

.     6 

New  York      .     . 
North  Carolina  . 

62 
3 

Florida  .     .     .    . 
Georgia  .... 

2 
4 

Michigan     . 
Minnesota  .     . 

.     62 
.     6 

North  Dakota    . 
Ohio     .... 

6 
6 

Idaho     .     .     .     . 
Illinois   .     .     .     . 

4 

5 

Mississippi . 
Missouri      .     . 

.     3 
.     5 

Oklahoma      .     . 
Oregon      .     .     . 

3 
6 

1  Accounts  between  merchants  two  years. 

2  Six  years  from  last  item. 


106 


COMMERCIAL   CORRESPONDENCE 


Years 

Years 

Years 

Pennsylvania 

.      6 

Tennessee 

.     6 

Washington     . 

.     3 

Rhode  Island  . 

.     6 

Texas   .     .     . 

2 

West  Virginia 

.     5 

South  Carolina 

.     6 

Utah     .     .     . 

.    4 

Wisconsin  .     . 

.     6 

South  Dakota 

.     6 

Vermont  .     . 
Virginia    .     . 

.     61 
2^ 

Wyoming    .     . 

.     8 

The  following  letters  are  offered  as  forms  suitable 
to  the  circumstances  stated  :  — 

First:  Write  a  letter  to  George  F.  Cook,  of  Seattle,  Wash.,  stat- 
ing that  you  inclose  his  account  to  date  for  $75.80,  and  asking  for 
a  remittance. 

Second :  Mr.  Cook  has  failed  to  send  a  remittance  for  his  account 
in  due  course  of  time.  Write  him  another  letter,  stating  that  inas- 
much as  you  have  some  heavy  bills  to  meet,  you  would  thank  him  to 
give  the  matter  immediate  attention.  Ask  him  to  send  you,  at  least, 
something  on  account. 

Third:  Mr.  Cook  has  failed  to  respond  to  your  second  request. 
Write  him  another  letter,  stating  that  you  have  called  his  attention 
several  times  to  his  account  without  avail,  and  that  unless  you  hear 
from  him  within  a  specified  time  you  will  be  obliged  to  take  legal 
steps  to  effect  a  settlement. 

(1) 

Seattle,  Wash., 

March  1,  19    . 
Mr.  George  F.  Cook, 

Seattle,  Wash. 
Dear  Sir: 

Herewith  please  find  statement  of  account  to  date 
amounting  to  $75.80.  We  would  appreciate  a  re- 
mittance. 

Yours  truly, 
Inclosure. 


1  Six  years  from  last  item. 

2  Store  accounts ;  other  accounts,  three  years ;  accounts  between  mer- 
chants, five  years. 


REQUESTS  FOR  PAYMENT  107 

(2) 

Seattle,  Wash., 

April  1,  19    . 
Mr.  George  F.  Cook, 

Seattle,  Wash. 

Dear  Sir: 

On  March  1  we  sent  you  a  statement  of  your 
account,  amounting  to  $75.80.  We  have  not,  however, 
had  the  pleasure  of  hearing  from  you.  As  we  have 
some  heavy  bills  to  meet  in  a  few  days,  could  you  not 
conveniently  send  us  the  amount,  or,  at  least,  let  us  have 
something  on  account? 

Trusting  that  we  may  hear  from  you,  we  are 

Yours  very  truly, 

(3) 

Seattle,  Wash., 

May  1,  19    * 
Mr.  George  F.  Cook, 

Seattle,  Wash. 

Dear  Sir  : 

We  have  written  you  several  times  concerning  your 
account  for  $75.80,  which  has  now  been  standing  for 
some  time,  but  up  to  the  present  writing  we  have  not 
heard  from  you.  We  trust  that  you  will  give  this  mat- 
ter your  immediate  attention,  for  we  feel  obliged  to  say 

that  unless  this  account  is  settled  before ^• 

we  shall  be  compelled  to  take  legal  steps  for  its  collection. 

Yours  very  truly, 

A  late  eminent  lawyer,  in  an  authoritative  book  on 
Practice,  suggests  the  following  form  of  letter  to  be 
used  b}^  an  attorney  when  requesting  the  payment  of 
an  account :  — 


108  COMMERCIAL  CORRESPONDENCE 

Dear  Sir: 

A  claim  against  you  has  been  placed  in  my  hands 
for  collection,  by  Mr.  E F If 

you  intend  to  settle  it,  I  shall  be  happy  to  see  you  at  my 
office  to-morrow  morning  at  9  o'clock.  Otherwise,  please 
refer  me  to  your  counsel. 

Very  respectfully  yours, 

"  If  the  claim  involves  items  of  account,"  he  says, 
"avoid  stating  the  amount  in  your  letter.  I  have 
known  a  lav^yer's  mistake  in  this  behalf  to  embarrass 
a  recovery.  Remember  here  and  everywhere  that 
your  letter  may  be  read  to  a  jury."  ^ 

It  is  an  interesting  fact  that  it  was  a  jury  that 
prevented  the  executors  of  this  attorney's  estate  from 
receiving  a  large  fee  for  services. 

The  facts  were  these  :  He  was  employed  to  conduct 
a  very  important  and  extensive  litigation  involving 
nearly  12,000,000,  the  fee  for  which,  he  had  verbally 
informed  his  client,  would  be  as  much  as  150,000. 
During  the  progress  of  the  litigation  he  was  paid 
i 9,000.  About  a  month  later  the  client,  who  lived  in 
France,  sent  the  attorney  the  sum  of  120,000.  In 
acknowledging  the  receipt  of  this  $20,000  check  the 
attorney  wrote  a  letter  in  French  to  his  client.  This 
letter  was  susceptible  of  two  interpretations ;  namely, 
that  the  payment  of  the  $20,000  was  on  account,  or 
that  it  was  in  full  to  date.  Upon  the  attorney's 
death  his  executors  sued  the  client  for  a  large  fee. 


1  Brewster,  Practice,  Vol.  I,  p.  1. 


REQUESTS  FOR  PAYMENT  109 

The  meaning  of  the  above  letter  was  the  important 
point  in  the  case.  Some  witnesses  testified  that  it 
meant  "  on  account,"  and  others  that  it  meant  "  in  full 
to  date."  The  court  charged  that  the  payment  of 
$20,000  was  a  payment  in  full  to  the  date  of  the  pay- 
ment and  that  nothing  could  be  recovered  except  for 
services  rendered  after  that  date.  The  testimony  of 
a  number  of  leading  members  of  the  bar  was  that  the 
services  rendered  during  the  whole  litigation  were 
worth  $100,000.  The  jury  returned  a  verdict  for 
$12,000,  an  amount  which  showed  that  it  covered 
merely  services  rendered  after  the  payment  of  the 
$20,000. 

It  is  quite  probable,  had  the  attorney  not  written 
the  letter  mentioned,  that  his  executors  would  have 
recovered  as  much  as  $50,000. 

EXAMPLES  FOR  PRACTICE 
Exercise  27 

Write  a  letter  to  Philip  Barnes,  19  Main  Street,  Buffalo,  N.  Y., 

requesting  the  early  payment  of  an  account  for  ^150.     This  has  been 

standing  for  several  months,  and  you  need  the  money,  as  you  have  to 

meet  bills. 

Exercise  28 

1.  Baker  &  Jones,  246  William  Street,  New  York,  N.  Y.,  owe  you 
$  125.  Write  therh  a  brief  note,  stating  that  you  will  draw  on  them 
for  the  amount  on  the  10th  of  the  following  month. 

2.  The  draft  drawn  on  Baker  &  Jones  has  been  returned  with  the 
word  "  Refused  "  written  on  the  back.  Write  them,  expressing  your 
surprise  and  asking  for  an  explanation ;  add  that  unless  you  receive  a 
satisfactory  response  by  a  certain  date,  you  will  bring  suit. 

3.  In  explanation.  Baker  &  Jones  express  their  regret  that  they 


110  COMMERCIAL  CORRESPONDENCE 

were  compelled  to  refuse  payment  of  the  draft.  Th^y  had  expected 
to  be  able  to  meet  it,  but  remittances  that  had  been  promised  were 
not  forthcoming.  They  inclose  their  check  for  $25,  and  state  that 
they  will  send  the  balance  within  the  next  month.  They  express  the 
hope  that  this  will  be  satisfactory.     Write  letter. 

4.  Write  letter  acknowledging  receipt  of  check  for  $25,  which  is 
placed  to  the  credit  of  Baker  &  Jones.  State  that  although  the  account 
has  been  owing  much  longer  than  it  has  been  your  practice  to  allow, 
you  are  willing  to  grant  the  extension  asked. 

Exercise  29 

Philip  T.  Bradley,  of  Carson  City,  Nev,,  has  received  an  impor- 
tunate letter  dated  the  1st  of  the  month  fi'om  Messrs.  Williams  & 
Jennings,  Virginia  City,  Nev.,  demanding  settlement  of  his  account, 
which  has  been  standing  for  some  time.  Write  a  letter  from  Bradley 
to  Williams  &  Jennings,  expressing  his  regret  in  not  having  been 
able  to  settle  before,  and  explaining  that  it  has  been  due  to  unex- 
pected reverses.  Say  that  he  fully  intends  to  settle  the  indebtedness, 
and  close  with  the  hope  that  they  will  give  him  a  little  more  time. 

Zbcercise  30 
Give  an  example  of  a  "  dun  "  which  might  legally  be  written  upon 
a  postal  card  and  of  one  which  might  not. 

Exercise  31 

You  have  just  received  a  monthly  statement  of  your  account  of 
$40  from  Pittsfield  &  Sloan,  Tacoma,  Wash.  Write  them  a  letter 
inclosing  check  for  ten  dollars  to  apply  on  account,  and  requesting 
time  on  the  balance.  Make  out  check  and  inclose  in  envelope  prop- 
erly addressed. 

Exercise  32 

Write  a  letter  to  the  International  Electric  Co.,  Sault  Ste.  Marie, 
Mich.,  inclosing  statement  of  account  for  $225.  Mention  that  you 
seem  to  be  unable  to  secure  any  answer  to  your  letters,  and  that 
you  will  place  the  matter  in  the  hands  of  your  attorney  for  suit  un- 
less you  hear  from  them  by  a  specified  time.  Express  the  hope  that 
they  will  not  make  necessary  this  extra  expense  and  embarrassment, 
but  that  they  will  send  a  remittance  by  return  mail. 


REQUESTS  FOR  PAYMENT  111 

Exercise  33 

Write  a  letter  to  Smith  &  Snyder,  of  Knoxville,  Tenn.,  calling 
their  attention  to  your  account  against  them  for  $110,  and  remind 
them  particularly  that  three  months  have  passed  since  you  delivered 
the  goods.  Inform  them  that  you  always  make  prompt  deliveries 
and  expect  in  return  equally  prompt  payments.  Ask  them  if  they 
would  be  satisfied  if  you  failed  to  fill  orders  with  dispatch.  Close 
with  a  request  that  they  reciprocate  your  endeavor  to  please  by  mak- 
ing prompt  remittance. 

Exercise  34 

1.  Prepare  a  letter  to  be  sent  to  Thomas  &  Blair,  of  Cartersville, 
S.  C,  whose  account  for  $22.5  is  overdue,  requesting  them  to  pay 
before  a  certain  date,  and  notifying  them  that  unless  they  do  so  their 
name  will  be  sent  to  the  National  Cotton  Association  for  attention. 

2.  You  have  not  heard  from  Thomas  &  Blair.  Write  a  letter 
to  the  National  Cotton  Association,  Atlanta,  Ga.,  informing  them  of 
Thomas  &  Blair's  delinquency,  and  requesting  that  they  write  to  them. 

3.  Then  write  a  letter  from  the  secretary  of  the  National  Cotton 
Association,  Mr.  Benjamin  T.  Hayne,  to  Thomas  &  Blair,  stating  that 
they  have  been  reported  to  the  Association  as  being  indebted  to  you 
to  the  amount  of  $225,  and  requesting  a  settlement  or  a  statement  of 
the  facts  of  the  case. 

4.  Thomas  &  Blair  ignore  the  foregoing  letter.  Prepare  a  personal 
and  confidential  letter  to  be  sent  to  the  members  of  the  National  Cot- 
ton Association,  informing  them  of  Thomas  &  Blair's  failure  to  pay 
the  foregoing  account. 

Exercise  35 

1.  Write  a  letter  to  a  delinquent  customer,  inclosing  statement  of 
his  account  of  $375,  and  asking  for  an  early  remittance. 

2.  The  person  to  whom  you  have  written  has  given  your  letter  no 
attention.     Write  him  a  second  letter  more  pointed  than  the  first. 

3.  Write  a  suitable  reply  to  the  above  letters,  giving  absence  from 
city  as  an  explanation  of  failure  to  answer  former  letters,  inclosing 
check  for  $240,  and  asking  time  for  the  payment  of  the  balance. 


112  COMMERCIAL  CORRESPONDENCE 

4.  Answer  the  foregoing,  acknowledging  the  receipt  of  the  check 
and  granting  the  request,  but  stipulating  a  certain  date  for  the  bal- 
ance to  be  paid. 

Exercise  36 

J.  H.  Gardner  of  your  city  owes  you  |245.  The  statutory  period 
for  collecting  this  amount  will  expire  within  fifteen  days.    Write  a 

letter  to  Gardner,  stating  that  the  amount  has  been  due years, 

and  that  unless  it  is  paid  within  five  days,  it  will  be  necessary  for  you 
to  bring  suit  without  further  notice  in  order  to  protect  youi*  interests. 

Exercise  37 

You  are  in  business  in  Portland,  Oreg.  John  W.  Blair,  of  the 
same  place,  has  been  owing  you  $325  for  two  years.  You  have 
learned  that  he  is  about  to  move  to  Sacramento,  Cal.,  next  month. 
Write  him  a  letter,  inclosing  a  statement  of  his  account,  and  give  full 
reasons  why  you  shall  bring  suit  against  him  for  the  account  unless 
settled  within  five  days.  The  letter  should  not  be  blunt  or  peremp- 
tory, but  should  lay  emphasis  upon  the  forfeiture  of  your  legal  rights 
unless  immediate  action  be  taken. 


CHAPTER   VII 

LETTERS  OF  INTRODUCTION 

A  LETTER  of  introduction  is  a  letter  written  by  one 
person  to  another,  introducing  a  third  person,  who 
usually  presents  the  letter  to  the  person  to  whom  it 
is  addressed. 

Thus,  suppose  A,  living  in  Boston,  is  about  to  visit 
Chicago.  B,  also  of  Boston,  who  is  a  friend  of  A, 
has  a  friend,  C,  in  Chicago,  whom  he  is  desirous  A 
should  meet  while  there.  So  B  writes  a  letter  ad- 
dressed to  C,  introducing  A  to  C.  This  letter  is  not 
mailed,  but  is  given  to  A,  who  carries  it  to  Chicago 
and  presents  it  personally  to  C  upon  his  arrival  there. 

A  letter  of  introduction  should  not,  of  course,  be 
given  unless  the  writer  is  well  acquainted  both  with 
the  person  to  whom  he  is  writing  and  the  person  to 
whom  he  is  giving  the  letter,  for  otherwise  it  would 
be  presumptuous  and  impertinent  to  do  so ;  neither 
should  such  a  letter  be  written  unless  the  writer  feels 
that  it  will  be  agreeable  to  the  persons  introduced 
to  meet  each  other,  and  that  their  relations  will  be 
mutually  agreeable. 

Letters  of  introduction  have  in  view  either  a  busi- 
ness or  a  social  object.  While  rather  general  in  their 
I  113 


114  COMMERCIAL  CORRESPONDENCE 

character,  they  should  always  contain  some  reference 
which  will  place  the  persons  en  ra^yport  with  each 
other. 

The   following  is  a  form  of  a  business  letter  of 

introduction :  — 

Boston,  Mass., 

May  10,  19    . 
Mr.  Frank  Morris, 

Masonic  Temple, 

Chicago,  111. 

Dear  Mr.  Morris, 

This  will  introduce  to  you  (or,  I  take  pleasure  in 
presenting  to  you)  Mr.  Joseph  Young,  a  promising 
attorney  of  this  city.  He  visits  Chicago  to  interest 
some  capitalists  in  a  corporation  he  is  about  to 
organize.  I  know  him  as  a  trustworthy  and  able 
young  man  of  excellent  business  qualifications,  and 
as  worthy  of  your  confidence.  Believing  that  you  or 
some  of  your  friends  might  be  interested  in  his  plans, 
I  have  taken  the  liberty  of  giving  him  this  letter. 
Yours  very  truly, 

A  letter  of  introduction  should  never  be  thrust  upon 
the  attention  of  the  one  to  whom  it  is  addressed  at  a 
time  when  he  is  busily  engaged  with  other  matters. 
Such  a  course  would  be  uncivil,  and  it  would  defeat 
the  object  for  which  the  letter  of  introduction  is  given. 

The    following    is    a    form   for  a  social    letter  of 

introduction :  — 

100  BoYLSTON  Street, 

Boston,  Mass.,  May  14,  19    . 

My  dear  Mr.  Young, 

The  bearer  of  this,  Mr.  F.  Norman  Dixon,  is  a 
particular  friend  of  mine,  who   now   only  passes 


LETTERS  OF  INTRODUCTION  115 

through  Chicago  for  San  Francisco  and  the  Great 
Northwest,  but  on  his  return  may  stay  in  your  city 
for  some  time. 

He  is  a  gentleman  of  excellent  character  and 
great  merit,  and  I  beg  leave  to  recommend  him  to 
your  civilities  and  advice,  which  will  be  of  great 
service  to  him,  as  he  is  a  stranger  in  Chicago.  As 
a  Yale  alumnus,  I  am  sure  you  will  find  him  con- 
genial, and  any  kindness  shown  to  him  will  be  con- 
sidered as  a  personal  favor.  With  the  greatest 
esteem  and  respect,  I  remain 

Yours  sincerely, 

WILLIAM  LAVERTY. 
Mr.  Joseph  W.  Young, 
81  Prairie  Avenue, 
Chicago,  111. 

After  a  letter  of  introduction  has  been  presented, 
as  a  matter  of  courtesy  an  acknowledgment  of  it 
should  be  sent  to  the  person  who  gave  it.  The  fol- 
lowing is  a  form  of  acknowledgment  which  might  be 
sent  by  Mr.  Young  to  Mr.  Laverty  after  Mr.  Dixon 
has  presented  his  letter  of  introduction,  viz. :  — 

81  Prairie  Ave., 

Chicago,  May  18,  19    . 
Dear  Mr.  Laverty, 

I  received  your  letter  of  May  14  by  Mr.  F.  Nor- 
man Dixon,  and  thank  you  for  giving  me  an  oppor- 
tunity of  knowing  so  agreeable  a  person.  I  shall  be 
happy  to  render  him  any  service. 

Yours  sincerely, 

JOSEPH  W.   YOUNG. 
Mr.  William  Laverty, 
100  Boylston  Street, 
Boston,  Mass. 


116  COMMERCIAL  CORRESPONDENCE 

It  is  customary  to  leave  the  letter  unsealed,  and  to 
write  in  the  lower  left-hand  corner  of  the  envelope 
the  word  "  Introducing  "  and  the  name  of  the  person 
introduced,  thus:  — 


A  business  letter  of  introduction  is  generally  pre- 
sented personally.  A  social  letter  of  introduction 
may  be  presented  personally,  or  it  may  be  sent  by 
messenger  or  mail  to  the  addressee,  together  with  the 
card  of  the  bearer  containing  the  name  of  the  hotel 
or  the  address  at  which  he  is  staying.  Circumstances 
and  judgment  will  determine  which  manner  of  pre- 
senting such  a  letter  will  be  more  convenient  and 
agreeable. 


LETTEES  OF  INTRODUCTION  117 


EXAMPLES  FOR  PRACTICE 

Exercise  38 

Write  a  letter  of  introduction  for  Mr.  Walter  Haines,  a  friend  of 
yours,  who  is  about  to  visit  Chicago,  introducing  him  to  your  friend, 
Howard  Fielding,  of  335  Michigan  Avenue,  Chicago. 

Exercise  39 

1.  You  once  expressed  yourself  as  desirous  of  serving  your  friend, 
Mr.  Samuel  Birch,  of  Altoona,  Pa.,  in  the  way  of  an  introduction. 
He  now  writes  you,  asking  for  a  letter  of  introduction  to  some  good 
builder  in  New  York  with  the  view  of  securing  orders  for  building 
materials  which  he  handles.  Write  the  letter  of  Mr.  Samuel  Birch 
to  you. 

2.  Then  write  a  letter  to  Mr.  Birch  acknowledging  his  letter  and 
request  and  inclosing  a  letter  of  introduction  addressed  to  Mr. 
William  Kilpatrick,  Builder,  225  Broadway,  New  York.  Inclose 
both  in  envelopes,  properly  addressed. 

Exercise  40 

Your  friend,  Henry  W.  AVilson,  120  N.  Third  Street,  Dubuque, 
Iowa,  asked  you  some  time  ago  whether  you  knew  of  a  good  book- 
keeper and  correspondent  who  wished  a  position.  Since  then  you 
have  learned  that  J.  Horace  Morgan,  a  friend  of  yours,  is  looking  for 
such  a  position.  He  has  had  five  years'  experience,  and  you  have 
personal  knowledge  of  his  efficiency  and  integrity.  Write  a  letter  of 
introduction  for  Mr.  Morgan  to  Mr.  Wilson. 

Exercise  41 

Your  friend,  Samuel  Dickson,  has  just  finished  the  manuscript  of 
a  textbook  on  arithmetic,  which  he  is  desirous  of  having  published. 
You  are  very  well  acquainted  with  Frank  Jordan  of  the  publishing 
firm  of  Hibberd  &  Hibberd,  150  Fifth  Avenue,  New  York.  Write  for 
Mr.  Dickson  a  letter  of  introduction  to  Mr.  Jordan. 


118  COMMERCIAL  CORRESPONDENCE 

Rserciae  42 

Your  friend,  Greorge  H.  Stewart,  is  interested  in  the  sugar  refin- 
ing business,  and  desires  to  go  through  the  establishment  of  the  At- 
lantic Refining  Co.  You  know  the  superintendent,  Mr.  Henry  Wise. 
Write  a  letter  to  him  addressed  to  250  S.  Water  Street,  Philadelphia, 
Pa.,  recommending  Mr.  Stewart  to  his  courteous  attention. 

Ezercise  43 

Your  friend,  Mr.  Harry  Jennings,  of  this  city,  is  about  to  visit  the 
Pacific  Coast  for  the  benefit  of  his  health  and  to  look  after  some 
business  interests  which  he  has  in  San  Francisco.  In  that  city  you 
have  a  friend,  Mr.  John  Hennig,  whom  you  wish  Mr.  Jennings  to  meet. 
Write  a  suitable  letter  of  introduction  for  Mr.  Jennings. 

Exercise   44 

You  live  in  Canton,  Ohio.  Mr.  Wm.  C.  O'Neill,  of  Canton,  Presi- 
dent of  the  Phoenix  Fire  Insurance  Co.,  is  about  to  visit  Fall  River, 
Mass.,  for  the  purpose  of  forming  connections  there  on  behalf  of  his 
firm.  Write  a  letter  to  Messrs.  Lingle  &  Anderson,  of  Fall  River, 
introducing  Mr.  O'Neill,  and  adding  that  you  would  be  very  much 
obliged  to  Lingle  &  Anderson  if  they  would  give  him  the  benefit  of 
their  assistance  and  advice,  and  recommend  reliable  persons  or  firms. 
Thank  them  for  any  attention  they  may  give  to  your  request,  and 
in  closing  state  that  you  will  be  glad  to  reciprocate  their  courtesy 
when  an  opportunity  offers. 


CHAPTER    VIII 

LETTERS  OF  RECOMMENDATION 

A  LETTER  of  recommendation  bears  testimony  to 
the  character  or  ability  of  the  person  concerning 
whom  it  is  written.  Its  main  essential  is  truthful- 
ness. It  should  not  conceal  any  facts  nor  overesti- 
mate the  ability  of  the  person  recommended.  It 
should  not  be  given  to  persons  of  whose  real  character 
the  writer  knows  nothing.  "  Frequently,  if  a  man 
has  no  useful  talents,  is  good  for  nothing,  or  is  indis- 
creet, profligate,  and  extravagant,"  says  Benjamin 
Franklin,  "  his  friends  are  glad  to  get  rid  of  him  by 
sending  him  to  some  other  place ;  and  for  that  pur- 
pose scruple  not  to  recommend  him  to  those  they 
wish  should  recommend  him  to  others." 

When  not  addressed  to  any  one  in  particular,  the 
correct  form  of  salutation  is,  "To  Whom  It  May 
Concern  :"  Below  is  an  illustration  of  a  letter  of 
recommendation  :  — 

To  Whom  It  May  Concern: 

This  is  to  certify  that  Mr.  Henry  Hooper  has  been 
in  our  employ  for  five  years  past  as  confidential  clerk 
and  bookkeeper.    We  have  always  found  him  faithful 
119 


120  COMMERCIAL  CORRESPONDENCE 

in  the  discharge  of  his  duties,  courteous  and  obliging, 
and  alive  to  the  interest  of  his  employers.  Mr.  Hooper 
is  a  superior  accountant,  and  well  qualified  to  discharge 
the  duties  of  an  accountant.  It  gives  us  pleasure  to 
recommend  him  to  any  one  who  may  require  his  serv- 
ices, knowing  that  he  will  be  found  reliable  in  what- 
ever capacity  he  may  be  engaged. 

GOLDSMITH  &  JOHNSON. 

Letters  of  this  kind  do  not  require  the  usual  form 
of  complimentary  close,  viz.,  Yours  truly,  Very  truly 
yours,  etc. 

EXAMPLES  FOR  PRACTICE 

Exercise  45 

Write  a  letter  recommending  J.  A.  Longstreet  as  a  bookkeeper; 
mention  that  he  has  been  in  your  employ  for  two  years;  that  his  work 
has  been  entirely  satisfactory  ;  that  he  is  punctual,  accurate,  reliable, 
and  thoroughly  honest ;  that  he  is  an  accurate  and  rapid  bookkeeper, 
and  has  tact  in  familiarizing  himself  with  his  employer's  business  so 
that  he  is  capable  of  managing  as  well.  He  is  out  of  a  position  owing 
to  the  dissolution  of  your  firm. 

Exercise  46 

Frank  J.  Barrett,  a  salesman  in  your  employ,  is  about  to  leave  you. 

He  has  been  with  you  during  the  past  four  years,  during  which  time 

he  has  invariably  discharged  his  duties  with  skill  and  ability.     He 

was  punctual  in  his  work,  courteous  to  your  customers,  and  reliable 

in  his  accounts.     Write  a  proper  testimonial  embodying  the  above 

data. 

Ezerciae  47 

You  are  in  the  real  estate  business.  You  are  about  to  move  to 
Tacoma,  Wash.,  as  a  field  offering  better  opportunities.  Your  clerk, 
Leon  Estilow,  will  therefore  be  out  of  a  position.  Write  a  proper 
testimonial  for  him.     He  proved  faithful,  interested  himself  in  his 


LETTERS  OF  RECOMMENDATION  121 

work,  and  always  performed  his  duties  with  accuracy,  rapidity,  and 
cheerfulness. 

Exercise  48 

You  are  in  the  lumber  business.  Thomas  T.  Henderson  has  been 
in  your  employ  for  the  past  six  years  as  general  manager,  but  finds  it 
necessary  to  resign,  owing  to  ill  health.  His  knowledge  of  the  lum- 
ber business  is  thorough,  and  you  have  always  found  him  courteous, 
patient  with  subordinates,  aggressive  and  successful  in  pushing  busi- 
ness, and  splendid  in  executive  ability.  He  wishes  to  engage  in  the 
same  work  in  western  North  Carolina.     Write  a  suitable  testimonial. 

Exercise  49 

The  firm  of  Robertson  &  Hunt,  of  Leadville,  Colo.,  has  dissolved 
partnership.     They  write  letters  for  the  following  employees :  — 

1.  A  general  letter  of  recommendation  for  their  manager,  William 
Deering,  who  was  with  them  for  eight  years.  During  that  time  he 
displayed  rare  executive  ability,  and  discharged  the  duties  of  a 
responsible  position  with  intelligence  and  fidelity,  and  to  the  satis- 
faction of  all  who  had  business  dealings  with  him. 

2.  A  personal  letter  for  their  stenographer.  Miss  Nina  Minard, 
to  Benjamin  Thorpe,  Esq.,  Pres.  N.  &  S.  Railroad,  Leadville,  Colo., 
recommending  her  as  a  competent  and  efficient  stenographer,  and  a 
tactful  and  discreet  employee.  She  is  not  only  rapid,  accurate,  and 
thoroughly  reliable  in  her  work,  but  her  knowledge  of  bookkeeping 
and  modern  business  methods,  and  her  executive  ability,  fit  her  to  fill 
a  responsible  position  with  a  railroad  corporation. 

3.  A  general  letter  for  the  office  boy,  John  Jones,  who  was  a  faith- 
ful, alert,  painstaking,  and  honest  employee.  He  is  polite  and 
obedient  and  thoroughly  familiar  with  office  duties. 

Exercise  50 

Mr.  Robert  S.  Spencer  has  been  principal  of  the  public  school 
of  Harbor  Springs,  Mich.,  for  eight  years.  During  that  time  he 
successfully  performed  all  the  duties  in  connection  with  such  prin- 


122  COMMERCIAL  CORRESPONDENCE 

cipalship.  T.  Sullivan  Meade,  president  of  the  school  board,  gives 
a  testimonial  commending  him  to  the  favorable  consideration  of 
others.  Spencer  is  qualified  by  his  character,  ability,  attainments, 
and  especially  by  his  great  energy  and  industry,  to  protect  and  pro- 
mote the  best  interests  of  children  and  youths  intrusted  to  his  care. 
Write  the  letter. 


CHAPTER   IX 

SALESMANSHIP  AND  CIRCULAR  LETTERS 

A  LETTER  written  for  the  purpose  of  effecting  sales 
is  a  salesmanship  letter.  Every  business  letter  is,  to 
a  certain  extent,  a  salesmanship  letter,  for  each  letter 
makes  its  impression,  and  the  general  reputation  of 
any  individual  or  firm  is  the  composite  of  cumulated 
impressions.  Every  business  letter,  therefore,  no 
matter  how  apparently  unimportant,  should  be  in 
good  form,  businesslike  in  tone,  and  show  that 
thought  and  care  have  been  bestowed  upon  it.  We 
naturally  conclude  that  one  who  is  careful  in  one 
thing  is  careful  in  everything  and  is  worthy  of 
confidence. 

The  mere  announcement  of  a  reduction  in  the  price 
of  goods  by  some  business  houses  is  more  effective 
than  the  most  flamboyant  appeals  of  others. 

The  style  of  the  salesmanship  letter  will  vary, 
therefore,  with  the  character  of  the  writer  and  wdth 
the  class  of  people  to  whom  it  is  written.  If 
a  business  house  is  solid  and  conservative  in  its 
methods  and  its  clientele  is  among  the  educated  and 
refined,  its  appeals  will  combine  straightforward 
statement  with  candor  and  dignity. 

123 


124  COMMERCIAL  CORRESPONDENCE 

If,  on  the  other  hand,  a  business  is  conducted  to 
appeal  to  those  who  have  not  been  educated  or 
trained  to  a  nice  discrimination  of  quality  or  lan- 
guage, strong  adjectives,  laudatory  expressions,  and 
extravagant  statements  may  prove  effective. 

There  are  several  factors  v^hich  enter  into  every 
salesmanship  letter :  — 

1.  The  letter. 

2.  The  customer. 

3.  The  thing  to  be  sold. 

If  the  customer  sends  in  a  letter  ordering  the  goods 
of  his  own  accord,  the  correspondence  incident  to  the 
transaction  requires  merely  promptness,  courtesy,  care, 
and  accuracy.  If,  however,  letters  are  sent  out  to  in- 
duce or  influence  people  to  buy  goods,  then  the  various 
appeals  which  influence  people  (such  as  an  appeal  to 
their  tastes,  prejudices,  pride,  power,  convenience, 
comfort,  etc.)  may  be  employed. 

The  Letter :  The  letter  should  make  an  instantane- 
ous appeal  by  its  neatness,  its  general  style  and 
appearance,  and  its  terse,  original,  and  interesting 
composition. 

Tlie  Customer :  The  characteristics  of  the  customers 
or  the  persons  to  whom  the  letter  is  to  be  sent,  of 
their  tastes,  prejudices,  education,  etc.,  should  be 
understood  and  carefully  considered  by  the  writer  of 
the  letter,  and  his  appeal  should  then  be  made  to  these 


SALESMANSHIP  AND  CIRCULAR  LETTERS        125 

characteristics,  otherwise  he  is  firing  into  the  air,  in- 
stead of  at  a  definite  object. 

The  Thing  to  he  Sold:  This  should  be  described  in 
an  interesting  and  original  manner,  its  advantages 
presented,  and  the  value  of  its  possession  set  forth, 
so  as  to  make  it  desired  by  the  person  addressed. 

The  salesmanship  letter,  so  far  as  its  composition 
is  concerned,  may  be  divided  into  four  parts :  — 

First,  an  introductory  paragraph  v^hich  will  interest, 
or  arouse  curiosity  concerning  the  article  offered  for 
sale. 

Second,  a  paragraph  which  will  show  the  merits  of 
the  article. 

Third,  a  paragraph  which  will  show  why  the  per- 
son addressed  should  want  or  desire  the  article. 

Fourth,  a  paragraph  which  will  direct  the  person 
to  order  the  article. 

For  example :  You  have  a  typewriter  to  sell.  The 
proposition  addressed  to  the  prospective  customer, 
therefore,  is  "You  should  have  a  typewriter." 

The  opening  sentence  of  the  letter  on  this  subject 
should  say  something  striking,  if  possible,  that  will 
keep  the  mind  focused  upon  the  thought  «  You  should 
have  a  typewriter."  This  should  be  followed  by  argu- 
ments and  appeals  to  various  human  instincts  which 
are  calculated  to  convince  and  persuade,  as,  for  in- 
stance, an  appeal  to 


126  COMMERCIAL  CORRESPONDENCE 

Power  :  You  will  be  able  to  do  three  times  as  much 
work  as  before. 

Taste :  Your  letters  will  be  more  attractive  and 
their  selling  power  increased. 

Convenience :  Writing  upon  a  typewriter  is  much 
less  fatiguing  than  writing  by  hand. 

Pride :  Business  letters  written  by  hand  suggest 
antiquated  methods. 

Property  :  You  will  earn  more. 

Reputation  :  Those  doing  business  with  you  will 
be  impressed  by  your  letters. 

In  many  instances  an  order  blank,  a  reply  postal 
card,  or  some  other  easy  and  simple  means  of  induc- 
ing the  prospective  buyer  to  order  at  once,  should 
accompany  the  sales  letter,  otherwise  the  mere  phys- 
ical effort  of  hunting  up  pen  and  paper  by  which  to 
send  in  an  order  may  deter  one  from  becoming  a 
customer. 

In  planning  a  'selling  campaign  by  means  of  sales- 
manship letters,  a  record  of  the  results  of  the  letters 
should  be  carefully  kept  for  study  and  future  guidance. 
(See  p.  194.) 

Circular  Letters :  Circular  letters  are  letters  which 
are  identical  in  terms  although  sent  to  different  per- 
sons. They  are  generally  written  for  the  purpose  of 
making  announcements  of  general  interest,   such  as 


SALESMANSHIP  AND  CIRCULAR  LETTERS        127 

notifications  of  changes  in  partnerships,  removals, 
instructions  to  agents,  announcements  of  new  impor- 
tations, etc.  Circular  letters,  although  reproductions 
of  typewriting,  may  be  sent  through  the  mails  as 
third  class  matter  (two  ounces  for  one  cent)  when 
not  less  than  twenty  identical  copies  separately 
addressed  are  mailed  at  post  office  windows  at  one 
time.  A  circular  letter  does  not  lose  its  character 
when  the  date,  heading,  names  of  the  addressee  and 
of  the  sender  are  written  therein,  nor  by  the  correc- 
tion of  typographical  errors.  Writing  or  stamp- 
ing by  hand  a  name,  date,  or  anything  else  in  the 
body  of  a  circular  letter  to  complete  its  sense  or  to 
convey  information,  makes  it  first  class  matter. 

IIlustration 

You  are  in  business  under  the  name  of  Sheldon  &  Price.  Pre- 
pare a  circular  letter  to  be  sent  out  to  all  customers  whose  accounts 
are  overdue,  requesting  them  to  pay  before  March  1,  and  notifying 
them  of  a  proposed  change  in  the  management  of  your  business  by 
the  retirement  of  Mr.  Frank  Price  and  the  admittance  of  your  general 
manager,  Mr.  Henry  Thurston,  as  a  partner.  After  March  1  the  firm 
will  be  known,  as  Sheldon  &  Thurston. 

It  is  proposed  to  write  a  circular  letter  embodying 
the  data  given  in  the  above  exercise. 

There  are  two  thoughts  to  be  presented;  namely, 
(1)  request  for  settlement  of  account,  and  (2)  notice 
of  change  of  firm.  The  following  letters  show  two 
methods  of  presenting  these  thoughts  :  — 


128  COMMERCIAL   CORRESPONDENCE 

Madison,  Wis., 

February  1,  19    . 
Mr.  J.  G.  Robinson, 

Milwaukee,  Wis. 
Dear  Sir: 

We  herewith  inclose  statement  of  your  account  to 
date,  and  would  request,  as  a  special  favor,  that  you  send 
us  a  remittance  before  March  1.  On  that  date  a  change 
will  take  place  in  the  management  of  our  business,  and 
we  are  desirous  of  closing  all  outstanding  accounts. 

Mr.  Frank  Price  will  retire  from  the  firm,  and  will  be 
succeeded  by  our  general  manager,  Mr.  Henry  Thurston. 
After  March  1  the  firm  will  be  known  as  Sheldon  & 
Thurston. 

Trusting  that  we  may  receive  balance  due  at  an  early 
date,  and  soliciting  a  continuance  of  your  patronage, 
we  remain 

Yours  very  truly, 

SHELDON  &  PRICE. 
Inclosure. 


Madison,  Wis., 

February  1,  19    . 
Mr.  J.  G.  Robinson, 
Milwaukee,  Wis. 
Dear  Sir: 

We  hereby  notify  you  that  a  change  will  take  place 
in  the  organization  of  the  firm  of  Sheldon  &  Price  on 
March  1,  by  the  retirement  of  Mr.  Frank  Price,  and  the 
admittance  to  full  partnership  of  our  general  manager, 
Mr.  Henry  Thurston.  After  that  date  the  firm  will  be 
known  as  Sheldon  &  Thurston. 

We  are,  therefore,  desirous  of  closing  all  outstanding 
accounts  before  March  1,  and  would  thank  you  for  pay- 
ment of  amount  due  from  you,  a  statement  of  which  we 
herewith  inclose. 


SALESMANSHIP  AND  CIRCULAR  LETTERS       129 

Trusting  that  we  may  receive  a  remittance  at  an  early- 
date,  and  soliciting  a  continuance  of  your  patronage,  we 

remain 

Yours  very  truly, 

SHELDON  &  PRICE. 
Inclosure. 

It  will  be  seen  that  the  order  of  presenting  the 
thoughts  is  reversed.  In  the  first  letter,  the  settle- 
ment of  the  account  is  first  requested,  followed  by 
the  announcement  of  the  change  of  the  firm.  In  the 
second,  the  announcement  of  the  change  of  firm  is 
first  made,  followed  by  request  for  settlement  of 
account.  Both  letters  convey  exactly  the  same  infor- 
mation in  almost  the  same  words.  The  first  letter, 
however,  is  recommended  as  the  better  circular  letter, 
because  the  first  sentence  shows  that  it  is  a  personal 
letter,  and  therefore  it  would  undoubtedly  be  read 
entirely  through ;  whereas  the  first  sentence  in  the 
second  letter  gives  the  impression  of  its  being  a 
circular  letter,  and  often  circular  letters  are  thrown 
aside  without  being  read. 

Exercise  51 

Mr.  John  C.  Graham,  of  the  firm  of  John  C.  Graham  &  Co.,  of 
State  and  Washington  Sts.,  Chicago,  111.,  who  is  in  Europe,  sends 
word  to  the  firm  that  his  continued  illness  makes  attention  to  his 
business  impossible.  He  therefore  desires  that  letters  be  sent  to  his 
customers  informing  them  that  the  firm  is  going  out  of  business.  Pre- 
pare  a  letter,  stating  that  the  entire  stock  of  fine  carpetings,  Oriental 
rugs,  domestic  rugs,  and  inlaid  linoleums  will  be  sold  at  a  great 
sacrifice ;  that  the  closing-out  sale  begins  on  Monday ;  that  it  is  the 

K 


130  COMMERCIAL   CORRESPONDENCE 

wish  of  Mr.  Graham  that  the  many  patrons  who  have  favored  the 
house  in  past  years  be  invited  to  share  in  this  money-saving  oppor- 
tunity ;  that  the  stock  of  the  firm  is  well  known  to  the  critical  buyers 
of  Chicago,  and  comprises  many  exclusive  designs.  As  a  guide  to 
prices  and  values,  mention  that  royal  Wilton  carpets  will  be  sold  as 
low  as  $1.25  and  body  Brussels  as  low  as  75  cents.  State  that  nothing 
will  be  reserved. 

Exercise  52 

J.  Frank  Graff  is  a  young  attorney.  He  studied  law  with  Messrs. 
Webster  &  Clay,  of  Rochester,  N.  Y.,  and  has  had  three  years'  practi- 
cal experience  with  them.  He  is  about  to  establish  offices  at  1001 
Ellicott  Building,  Buffalo,  N.  Y.  Write  a  circular  letter  announcing 
this  fact  to  be  sent  to  a  selected  list  of  individuals;  his  endeavor  will 
be  to  act  with  promptness  and  efficiency,  as  well  as  with  a  due  regard 
to  economy  in  all  matters  intrusted  to  his  care. 

Exercise  53 

Howard  Fielding,  of  Denver,  Colo.,  has  been  appointed  agent  to 
sell  steam  and  power  specialties.  Write  a  circular  letter  in  his  name, 
apprising  those  interested  of  this  fact.  Give  as  reasons  for  soliciting 
trade  that  the  specialties  are  standard  articles,  and  that  he  is  able  to 
conduct  any  transactions  and  execute  any  orders  committed  to  his 
charge  in  a  speedy,  economical,  and  satisfactory  manner.  Assurance 
might  be  given  that  no  exertion  would  be  spared  to  promote  the 
interests  of  his  patrons.  Give  references  as  to  ability  and  integrity. 
Add  some  complimentary  close. 

Exercise  54 

Robert  Nisbet  lives  in  Spokane,  Wash.  He  has  taken  the  prem- 
ises, 239  Market  Street,  lately  occupied  by  Mr.  Samuel  Fisher 
(deceased),  and  has  succeeded  to  the  stationery  business  carried 
on  therein  for  nearly  twenty  years.  He  is  anxious  to  retain  all 
the  old  customers.  Write  a  circular  letter  to  be  sent  to  all  Mr. 
Fisher's  customers  stating  these  facts,  and  assuring  them  that  he  will 
endeavor  to  give  the  same  satisfaction  as  his  predecessor;  that  the 
mode  of  conducting  the  business  will  be  changed  only  so  far  as  is 


SALESMANSHIP  AND  CIRCULAR  LETTERS       131 

necessary  to  give  increased  efficiency  and  to  meet  the  requirements  of 
improved  methods.  Ask  for  the  kind  continuance  of  customers' 
support,  and  say  that  the  new  management  will  endeavor  to  deserve 
their  confidence. 

Exercise  55 

Baines,  Slider  &  Co.  are  engaged  in  the  wholesale  dry  goods 
business,  at  300  Adams  Street,  Chicago,  111.  Mr.  Slider  has  retired 
from  the  concern,  and  two  clerks,  named  Procter  A.  Wetherill  and 
John  W.  Hallahan,  have  been  admitted  to  succeed  him ;  the  style  of 
the  new  firm  will  be  Baines,  Wetherill  &  Hallahan.  Prepare  a  cir- 
cular to  be  sent  to  customers  and  correspondents,  notifying  them  of 
the  change,  and  soliciting  a  continuance  of  patronage  to  the  new  firm. 

Exercise  56 

The  mercantile  establishments  of  T.  Rodgers  &  Co.  and  J.  Powell 
&  Co.,  of  Baltimore,  Md.,  have  united  under  the  firm  name  of  Rodgers, 
Powell  &  Co.  They  will  devote  their  attention  principally  to  the 
commission  business,  in  which  the  shipping  of  produce  will  form  an 
important  feature.  Write  a  circular  letter  in  the  name  of  Rodgers, 
Powell  &  Co.,  making  this  announcement,  and  embodying  a  paragraph 
stating  that  owing  to  their  experience  in  the  business  they  venture  to 
say  that  they  will  be  able  to  execute  any  commission  intrusted  to 
them  with  satisfaction,  and  that  neither  zeal  nor  attention  will  be 
wanting  to  insure  to  their  patrons  every  advantage  that  the  markets 
afford.     Their  offices  will  be  at  27-31  Liberty  Street,  Baltimore,  Md. 

Exercise  57 

Miller  Bros.  &  Baker,  of  129  De  Kalb  Street,  St.  Louis,  Mo.,  are  in 
the  real  estate  and  fire  insurance  business.  The  firm  represents  a 
number  of  the  largest,  strongest,  and  best  companies  in  the  country, 
and  is  prepared  to  write  insurance  on  every  kind  of  property.  They 
claim  to  handle  all  business  carefully  and  honestly,  and  in  the  interest 
of  their  patrons.  Prepare  a  circular  letter  for  them,  stating  that  they 
would  like  to  take  up  the  question  of  writing  fire  insurance,  and 
expressing  their  confidence  that  it  will  result  in  tlie  correspondent's 
advantage  to  permit  them  to  quote  rates  on  his  business.     They  ask 


132  COMMERCIAL   CORRESPONDENCE 

that  a  time  be  set  when  their  representative  may  call,  as  they  realize 
that  it  is  not  always  convenient  to  grant  a  personal  interview  with- 
out notice,  and  that  insurance  is  wanted  only  at  certain  times. 

Exercise  58 

The  copartnership  existing  between  William  Warren  and  Robert 
C.  Bruce,  of  Oswego,  N.  Y.,  manufacturing  chemists,  trading  as 
Warren  &  Bruce,  has  been  dissolved  by  the  death  of  Robert  C. 
Bruce.  All  claims  will  be  settled  by  the  surviving  partner,  William 
Warren.  The  business  will  be  continued  under  the  same  title  and 
firm  name,  the  interest  formerly  held  by  the  late  Mr.  Bruce  having 
been  assumed  by  his  widow,  Anne  M.  Bruce.  Write  a  circular  letter 
in  the  name  of  Warren  &  Bruce  embodying  the  above  facts. 

Exercise  59 

Mr.  John  Turvey  has  been  in  the  employ  of  Sterling  &  Taylor,  of 
Springfield,  Mass.,  for  the  past  ten  years  as  collecting  agent.  They 
have  lately  found  that  he  has  been  in  collusion  with  the  bookkeeper, 
Frank  Jordon,  in  embezzling  funds.  Both  have  been  discharged. 
AVrite  a  circular  letter  in  the  name  of  Sterling  &  Taylor  to  be  sent  to 
all  their  customers  notifying  them  of  these  facts,  and  further  state 
that  neither  has  any  authority  to  act  for  Sterling  &  Taylor  in  any 
capacity.  They  ask  that  this  information  be  noted  for  mutual 
protection.      Add  names  of  their  successors. 

Exercise  60 

1.  Hibbard  &  Young,  of  215  Fifth  Avenue,  New  York,  are  pub- 
lishers of  an  exclusive  set  of  Shakespeare's  works  in  five  volumes,  at 
^5  a  volume  bound  in  morocco.  The  edition  has  been  prepared  under 
the  direction  of  most  eminent  scholars,  and  is  beautifully  illustrated 
with  steel  engravings  in  character  of  the  most  famous  actors  and 
actresses  from  the  time  of  Garrick  to  the  present  day.  Each  play 
is  followed  by  the  best  criticism  of  it  which  has  ever  been 
written,  selected  by  the  editors,  and  by  a  collection  of  literary  and 
oratorical  allusions  to  the  play  made  by  famous  men  in  their  writings 
and  speeches.     This  feature  is  not  found  in  any  other  work,  and  is 


SALESMANSHIP  AND   CIRCULAR  LETTERS        133 

unusually  interesting  and  valuable.  The  edition  is  limited.  Write  a 
sales  letter  embodying  these  facts,  also  the  conditions  of  sale, 
which  are  $5  upon  acceptance  of  the  set,  and  $1  per  month  there- 
after until  the  full  amount  is  paid.  Limit  the  acceptance  of  this  offer 
to  a  specific  date. 

2.  The  time  limit  of  the  preceding  offer  has  elapsed.  Hibbard 
&  Young  write  a  second  sales  letter  to  the  same  party,  repeating 
the  substance  of  the  first  letter.  The  larger  part  of  the  edition  has 
been  sold.  As  they  are  desirous  that  the  books  shall  be  in  the 
hands  only  of  those  who  are  students  of  Shakespeare,  and  as  they 
have  the  utmost  confidence  in  the  value  of  their  exceptional  offer, 
they  extend  the  time  fifteen  days  to  give  an  opportunity  of  inspec- 
tion. For  this  purpose  they  will  send  the  books  by  express,  prepaid, 
for  personal  examination.     Write  a  letter  embodying  these  facts. 

3.  Ten  of  the  fifteen  days'  extension  have  expired.  Hibbard  & 
Young  write  a  third  letter  to  the  effect  that  they  feel  that  their  pre- 
vious letter  must  have  been  overlooked,  as  they  cannot  believe  that 
any  one  interested  in  the  works  of  Shakespeare  should  not  at  least 
care  to  inspect  so  unusual  an  edition,  especially  as  it  may  be  exam- 
ined without  expense.  As  the  books  are  selling  very  rapidly  and  will 
not  be  duplicated,  they  feel  that  this  is  the  last  opportunity  for  secur- 
ing a  noteworthy  edition,  and  they  therefore  urge  consideration  of 
their  offer  which  expires  on .     Write  this  letter. 

Note.  Sales  letters  making  an  offer  should  limit  the  time  within 
which  the  offer  may  be  accepted.  This  limitation  has  the  effect  of 
arousing  a  livelier  interest  in  the  offer,  and  makes  the  offer  appear 
special  and  more  personal.  By  limiting  the  time,  the  writer  may,  just 
before  the  expiration  of  the  time,  revive  interest  in  his  original  offer 
by  sending  a  second  letter  extending  the  time ;  and  then,  just  before 
the  expiration  of  the  extension  granted,  impel  to  action,  by  sending  a 
third  letter  stating  how  many  have  accepted  the  offer  and  that  it  is 
the  last  opportunity. 


CHAPTER   X 

LETTERS   OF  APPLICATION 

Probably  the  writing  of  no  other  form  of  letter 
causes  the  young  person  such  anxiety  as  the  letter  of 
application.  There  could  be  no  greater  pleasure  than 
the  prescribing  of  a  formula  for  such  a  letter  which 
would  always  bring  success.  When,  however,  there  are 
many  applicants  from  whom  only  one  is  to  be  chosen, 
there  must  naturally  be  many  disappointments.  All 
other  things  being  equal,  the  letter  that  is  conven- 
tional in  form,  clear  in  penmanship,  neat  in  appear- 
ance, correct  in  grammar,  punctuation,  and  spelling, 
frank  and  terse  in  expression,  will  unquestionably 
receive  the  most  careful  consideration. 

Such  letters  are  most  frequently  written  in  answer 
to  an  advertisement  in  a  newspaper  like  the  follow- 
ing: — 

SALESMAN  —  An  old-established  house  can  use  an 
energetic,  experienced  salesman  in  the  paint  and 
varnish  line ;  one  who  prefers  an  outside  position ; 
age  not  over  thirty-five  years ;  to  such  a  man  as  can 
fill  the  requirements  a  good  opportunity  is  oflFered. 
Inclose  testimonials.    Address  H  86,  News  Office. 

On  page  135  is  shown  a  form  of  letter  written  in 
reply  to  the  above  advertisement.  It  illustrates  the 
characteristics  of  such  a  letter. 

134 


LETTERS  OF  APPLICATION  135 

Answer 


^.^-oo^ty^ 


^'OO^. 


If  testimonials  are  requested,  copies  should  be  made 
and  inclosed.  The  originals  should  not  be  sent. 
Copies    should    be    marked    "  copy "    and    the    word 


136  COMMERCIAL  CORRESPONDENCE 

"  Signed  "  in  parentheses  should  be  placed  before  the 
signature. 

Copy 

1217  Market  Street, 
Philadelphia,  December  1,  19     . 

To  Whom  It  May  Concern: 

This  is  to  certify  that  Mr.  Charles  F.  Hobart  was  in 
our  employ  for  five  years  as  a  traveling  salesman.  We 
found  him  trustworthy,  capable,  tactful,  and  entirely 
satisfactory  in  every  way.  He  was  successful  in  his  line 
of  work,  and  we  have  no  hesitation  in  recommending 
him  to  any  one  who  desires  his  services. 

(Signed)     CLARK  &  THOMAS. 

A  letter  of  application  should  have  two  or  three 
parts,  viz. :  first,  an  introduction ;  second,  a  state- 
ment of  qualifications  followed  by  the  names  and 
addresses  of  references  if  these  are  requested ;  and, 
third,  an  appropriate  close.  A  stamp  should  not  be 
inclosed  for  a  reply.  If  the  letter  is  deficient  in  other 
respects,  the  mere  fact  that  a  stamp  has  been  inclosed 
does  not  entitle  it  to  a  reply. 

Exercise  61 

Answer  the  following  advertisement :  — 

BOOKKEEPER  AND  GENERAL  MANAGER 
WANTED  — An  experienced  bookkeeper,  corre- 
spondent, and  practical  business  man  wanted  to  take 
charge  of  a  lumber  company  at  Williamsport,  Pa. 
Liberal  salary  will  be  paid  to  the  right  man.  Address, 
stating  age  and  experience  to  Williamsport  Lumber 
Co.,  Williamsport,  Pa. 

(Embody  the   following  qualifications:   you  are  35 
years  of  age;  were  bookkeeper  for  ten  years  with  an 


LETTERS   OF   APPLICATION"  137 

iron  and  steel  corporation  and  also  attended  to  a  large 
part  of  the  correspondence.  You  have  had  experience  on 
the  road  selling  goods  and  in  making  large  contracts; 
you  have  met  many  prominent  and  influential  business 
men,  and  transacted  business  successfully  with  them. 
You  have  had  no  experience  in  the  lumber  business,  but 
with  your  experience  in  business  in  general  and  your 
ability  as  a  bookkeeper  and  correspondent  in  particular, 
you  feel  that  you  could  fill  the  position  in  question 
acceptably.) 

Exercise  62 

Address  a  letter  to  the  Secretary  of  the  Board  of  Education, 
San  Francisco,  Cal.,  making  application  for  a  position  as  principal 
of  a  grammar  school.  You  are  qualified  for  the  position  intel- 
lectually, as  attested  by  a  diploma  from  Amherst  College,  and  a 
Doctor's  Degree  in  Philosophy  from  Harvard  University;  morally,  as 
attested  by  an  upright  life  to  which  all  who  know  you  can  testify ; 
practically,  as  attested  by  eight  years'  service  in  the  schools  of  Bos- 
ton. Give  three  names  for  references  as  to  your  ability,  proficiency, 
and  success.  Close  with  thanks  for  any  consideration  that  your  letter 
may  receive. 

Exercise  63 

1.  Mr.  John  H.  Holly  has  been  informed  by  Mr.  A.  W.  Apple- 
gate  of  (give  an  address)  that  the  firm  of  Roberts  &  Liggett  of 
(address)  will  shortly  have  a  vacancy  in  their  office  for  a  clerk  pro- 
ficient in  bookkeeping,  stenography,  typewriting.  Mr.  Holly  was 
graduated  from  a  high  school  (give  name),  after  which  he  took  a 
two  years'  business  course  at  (give  name  of  a  school),  where  he 
studied  bookkeeping,  stenography,  typewriting,  and  correspondence. 
He  has  a  working  knowledge  of  these  subjects  and  feels  capable  of 
satisfying  the  demands  of  an  office  clerkship.  Write  letters  of  appli- 
cation from  Mr.  Holly  to  Roberts  &  Liggett,  giving  the  above  facts ; 
add  the  names  of  two  references,  and  close  with  the  observation  that 
if  his  application  is  entertained,  he  will  do  his  utmost  to  justify  the 
confidence  that  may  be  placed  in  him. 


138  COMMERCIAL  CORRESPONDENCE 

2.   Roberts  &  Liggett  have  before  them  Holly's  letter  and  a  reply 

from  Mr. (one  of  the  references),  to  whom   they  wrote 

upon  receipt  of  Holly's  application.  The  letter  of  reference  gives 
a  favorable  account  of  Mr.  Holly  and  satisfactory  assurance  as  to  his 
personal  character.  They  take  pleasure  in  informing  Holly  that  they 
offer  him  the  position  of  assistant  bookkeeper  and  correspondent  in 
their  office  at  a  salary  af  $500  per  annum.  He  should  report  for  duty 
on  (give  a  date).  Write  letter  from  Roberts  &  Liggett  to  Holly  to 
this  effect. 

Exercise  64 

1.  Write  newspaper  advertisement  "  copy  "  for  a  bank  clerk  not 
over  twenty  years  of  age.  Must  be  of  neat  appearance,  good  pen- 
man, rapid  calculator,  and  have  some  knowledge  of  commercial  law 
and  negotiable  paper.  State  that  applicant  should  write  letter  of 
application  in  his  own  handwriting  and  inclose  copies  of  credentials. 

2.  Then  write  letter  of  application  from  James  G.  Roberts  (give 
an  address),  who  has  the  following  qualifications:  he  has  been  gradu- 
ated from  a  commercial  high  school,  where  he  received  training  in 
penmanship,  rapid  calculation,  commercial  law,  negotiable  paper,  and 
other  commercial  subjects.  His  style  of  penmanship  is  shown  in  the 
letter  he  writes;  he  received  special  commendation  for  rapid  and 
accurate  calculations  from  his  teacher.  Professor  Samuel  Huntington, 
a  copy  of  whose  testimonial  he  incloses ;  he  believes  he  has  an  intel- 
ligent understanding  of  the  elementary  principles  of  commercial  law 
and  negotiable  contracts.  He  also  incloses  a  testimonial  from  his 
pastor,  Rev.  Alexander  Williams.     Write  letter. 

3.  Write  general  testimonial  letter  from  Professor  Samuel  Hunt- 
ington. Speak  of  Mr.  Roberts's  high  standing  in  his  class,  both  as 
regards  his  ability  and  his  manly  and  uniformly  courteous  bearing 
toward  teachers  and  fellow-students,  and  the  intelligence,  enthusiasm, 
and  determination  shown  in  all  his  work. 

4.  Write  the  testimonial  of  Rev.  Alexander  Williams,  who  speaks 
of  Mr.  Roberts  as  a  worthy  son  of  a  highly  respected  family;  of  his 
attractive  personality ;  and  of  the  regard  in  which  he  is  held  by  all 
who  know  him. 


LETTERS  OF  APPLICATION  139 

Exercise  65 

Answer  the  following  advertisement :  — 

WANTED  — TO  TAKE  CHARGE 
OF  CREDIT  DEPARTMENT,  AN 
EXPERIENCED  BOOKKEEPER 
AND  GOOD  CORRESPONDENT; 
BEST  REFERENCES  REQUIRED 
AND  MAN  UNDER  30  PRE- 
FERRED. ADDRESS  H.  B.  396, 
HERALD. 

Embody  the  following  qualifications:  you  are  28  years  of  age. 
You  have  had  seven  years'  business  experience  as  a  double  entry 
bookkeeper  and  correspondent.  You  are  also  familiar  with  all  the 
best  methods  of  investigating  credit,  and  have  the  tact  and  executive 
ability  which  you  feel  would  enable  you  successfully  to  take  charge 
of  a  credit  department.     You  are  at  present  head  bookkeeper  for 

^  to  whom  you  are  at  liberty  to  refer.     Your  reason 

for  seeking  a  change  is  that  you  desire  a  position  where  initiative  and 
executive  ability  would  have  more  opportunity. 

(After  writing  the  preceding  the  teacher  should  prepare  other 
exercises  which  will  fit  the  needs  and  qualifications  of  the  individual 
students.) 


CHAPTER  XI 

TELEGRAMS  AND  CABLEGRAMS 

Telegrams.  The  essential  qualities,  in  the  writing 
of  telegrams,  are  clearness  and  brevity.  To  the  ex- 
tent that  either  is  lacking  the  expense  of  this  method 
of  communication  is  increased.  Expressions  used  in 
letters  for  the  sake  of  politeness  or  ornament  are 
omitted  from  telegrams ;  the  latter  should  contain 
only  the  bare  gist  of  what  one  has  to  say,  and  this 
stated  clearly  and  unmistakably,  but  as  briefly  as 
possible.  It  is  quite  customary  after  a  telegram  is 
sent  to  follow  it  up  with  a  letter  of  confirmation  and 
explanation.  Such  letters  generally  begin  as  follows  : 
«  We  wired  you  this  morning  as  follows  "  (then  fol- 
lows copy  of  telegram) ;  this  is  then  generally  fol- 
lowed by  more  detailed  information.  Or  "Confirming 
telegram  of  this  date,"  etc. 

The  telegraph  companies  of  the  United  States,  in 
order  to  encourage  the  use  of  their  service  for  busi- 
ness and  social  purposes,  have  classified  their  service 

as  follows :  — 

1.  Day  Message. 

2.  Night  Message. 

3.  Day  Letter. 

4.  Night  Letter. 

140 


TELEGRAMS  AND  CABLEGRAMS       141 

Day  Message.  The  day  message  takes  precedence 
in  transmittal  over  all  other  matter.  The  charge  for 
a  day  message  is  generally  upon  the  basis  of  ten 
words.  Nothing  is  gained,  therefore,  by  reducing 
such  a  message  below  ten  words,  as  the  charge  is  the 
same ;  an  additional  charge  is  made  for  every  word 
above  ten.  There  is  no  charge  for  the  name  and 
address  of  the  addressee  nor  for  a  signature.  Com- 
pound words  are  counted  as  one  word,  e.g.^  to-day,  to- 
morrow, etc.  Figures,  decimal  points,  punctuation 
marks,  bars  of  division,  and  letters  (except  pronounce- 
able groups  of  letters,  such  as  form  codes)  will  be 
counted  each  separately  as  one  word.  In  ordinal 
numbers,  the  affixes  st^  nd,  rd^  and  th  will  each  be 
counted  as  one  word.  Numbers,  therefore,  should  be 
spelled  out.  A.M.,  P.M.,  F.O.B.  (or  fob),  C.O.D.  (or 
cod),  C.I.F.  or  C.F.I,  (or  cif  or  cfi),  O.K.,  per  cent, 
cwt.,  are  each  counted  as  one  word. 

Night  Message.  The  telegraph  companies  will  re- 
ceive at  reduced  rates  messages  to  be  sent  during  the 
night  for  delivery  not  earlier  than  the  morning  of  the 
next  ensuing  business  day.  Such  messages  are  called 
night  messages. 

Day  Letter.  The  telegraph  companies  will  receive 
day  letters,  to  be  transmitted  at  rates  lower  than  the 
standard  day  message  rate,  as  follows :  — 

One  and  one-half  times  the  standard  night  letter 
rate    shall  be    charged  for  the  transmission  of  fifty 


142  COMMERCIAL  CORRESPONDENCE 

words  or  less,  and  one-fifth  of  the  initial  rate  of  such 
fifty  words  shall  be  charged  for  each  additional  ten 
words  or  less.  Day  letters  may  be  forwarded  by  the 
telegraph  companies  as  a  deferred  service,  and  the 
transmission  and  delivery  of  such  day  letters  is,  in 
all  respects,  subordinate  to  the  priority  of  transmis- 
sion and  delivery  of  regular  day  messages. 

Day  letters  shall  be  written  in  plain  English. 
Code  language  is  not  permitted. 

Day  letters  may  be  delivered  by  the  telegraph  com- 
panies by  telephoning  the  same  to  the  addressee. 

The  telegraph  companies  do  not  guarantee  to  de- 
liver a  day  letter  on  the  day  of  its  date. 

Night  Letter.  The  telegraph  companies  will  re- 
ceive not  later  than  midnight  night  letters,  to  be 
transmitted  only  for  delivery  on  the  morning  of  the 
next  ensuing  business  day,  at  rates  still  lower  than 
its  standard  night  message  rates,  as  follows :  — 

The  standard  day  rate  for  ten  words  shall  be 
charged  for  the  transmission  of  fifty  words  or  less, 
and  one-fifth  of  such  standard  day  rate  for  ten  words 
shall  be  charged  for  each  additional  ten  words  or 
less. 

Night  letters  may  be  mailed  at  destination  by  the 
telegraph  company  to  the  addressees,  and  the  com- 
pany shall  be  deemed  to  have  made  proper  delivery. 
Night  letters  must  be  written  in  plain  English.  Code 
language  is  not  permitted. 


TELEGRAMS  AND  CABLEGRAMS       143 

Cablegrams.  The  cost  of  sending  cablegrams  is 
very  great,  a  rate  of  nearly  two  dollars  a  word  being 
charged  in  some  instances.  Every  word,  including 
name,  address,  and  signature,  is  charged  for,  and 
a  word  of  more  than  fifteen  letters  is  counted  as 
two  words ;  for  example,  the  word  "  unconstitu- 
tional "  in  a  cablegram  would  be  regarded  as  two 
words.  Various  ingenious  methods  of  lessening  this 
expense  have  been  devised  ;  the  most  familiar  of  these 
is  the  code  or  cipher  system.  By  this  system  a  word 
or  a  pronounceable  group  of  letters  is  made  to  repre- 
sent a  phrase  or  a  sentence.  For  example,  "  Clanum 
largely  laplander"  may  be  made  to  mean  "  Do  you  au- 
thorize me  to  buy  (clanum)  Registered  3's  of  1908-18 
(largely)  answer  by  telegraph  (laplander)."  Houses 
that  have  a  foreign  trade  use  a  code  and  have  a  cable 
address,  that  is,  a  word  which  represents  their  name 
and  address  ;  e.g.^  "Typist "  for  The  Typewriter  Manu- 
facturing Co.,  300  Broadway,  New  York.  These  cable 
addresses  are  kept  in  a  directory  by  the  cable  com- 
panies ;  by  reference  to  such  directory  the  full  name 
and  address  of  the  individual  or  firm  represented 
by  a  particular  word  may  be  found.  It  is  possible 
for  any  business  house  to  devise  a  code  that  will 
satisfactorily  meet  its  particular  requirements.  The 
code  system  may  be  used  also  for  inland  telegraphing. 

A  cable  code  word  must  not  contain  more  than  ten 
letters.     In  writing  cablegrams  in  code  language  it  is 


144  COMMERCIAL   CORRESPONDENCE 

frequently  necessary  to  use  in  addition  plain  language. 
In  such  cases  the  plain  language  as  well  as  the  code 
language  is  charged  for  at  the  rate  of  one  word  for 
every  ten  characters  or  fraction  thereof.  When,  how- 
ever, extraordinary  conditions  arise,  to  which  the  code 
system  cannot  be  readily  adapted,  as,  for  instance, 
the  war  between  Russia  and  Japan,  other  abbreviated 
means  of  communication  are  devised.  A  correspond- 
ent sending  information  in  such  cases  is  expected  to 
omit  all  unnecessary  words,  provided  the  sense  is  re- 
tained. By  abbreviations  and  compoundings  he  may 
convey  the  sense  of  several  words  in  one.  The  fol- 
lowing is  a  portion  of  a  cablegram  from  Korea :  — 


thirteenth          division          destroyers          started          Parthur          snow- 

storm 

boats          lost          each          other          separated          only 

Hayatori 

and          Asagari          reached          Parthur         Asagari 

sighted 

entrance          three          clock         smorning          received 

heavy 

fire          batteries          scouts          entered          discharged 

torpedo 

at         warship         smoking         funnel          Then          emerged 

safe 

returning         fire          of         enemy          boats 

This  appears  to  the  reader  as  follows :  — 

"The  thirteenth  division  of  torpedo-boat 
destroyers  started  for  Port  Arthur  in  a 
heavy  snowstorm.  The  boats  lost  sight  of 
each  other  and  became  separated.  Only  the 
Hayatori  and  the  Asagari  reached  Port 
Arthur.  The  Asagari  was  sighted  at  the  en- 
trance to  the  harbor  at  3  o'clock  on  the  morn- 
ing of  the  14th,  and  was  received  by  a  heavy 
fire  from  the  shore  batteries  and  from  scout- 
ing   torpedo    boats.    She    entered    the    harbor 


TELEGRAMS  AND  CABLEGRAMS 


145 


and  discharged  a  torpedo  at  a  warship  from 
whose  funnel  smoke  was  ascending.  Then  she 
emerged  safely,  returning  the  fire  of  the 
enemy's  torpedo  boats." 

The   part    of   the   dispatch   reproduced    contains   43 
words  ;  as  printed  there  are  101. 

When  a  cable  message  costs  close  to  two  dollars  a 
word,  the  saving  by  such  condensation  is  obvious. 

COMMON  CODE  WORDS 


CoDB  "Word  Phrase  or  Sentence 

Achmetha.       Advise  you  not  to. 

Badekappe.      Complied  with  your  request. 

Baugnawn.       Consider  him  good  for  amount  named. 

Carbonases.      Did  not  think  it  advisable  to. 

Desautorar.       Expense  to  be  divided  between. 

Fattorina.         In  accordance  with  terms  of  contract. 

Incubuses.         Olive  oil. 

Infacundos.      Opportunity  likely  to  occur  at  any  time. 

Infanti.  Option  twenty -four  hours. 

Immanibus.      Note  was  not  protested. 

Institisse.  Particulars  cannot  be  obtained. 

Kassenbuch.     Profit  in  it. 

Keimgang.        Prompted  to. 

Kelitah.  Proper  authority  to. 

Kentaur.  Property  advertised  for  sale. 

Lachsartig.       Received  instructions  regarding. 

Larynx.  Coupon  3.65's  of  District  of  Columbia. 

Lassitude.         Buy  for  us  and  charge  to  our  account. 

Lassans.  Remainder  to  be  completed. 

Lastigheid.        Remember  anything  about  it. 

Launch.  Your  financial  standing  being  unknown, 

we  will  send  goods  C.O.D.  unless  other- 
wise instructed. 

Launched.  Kindly  send  us  references  as  to  your  finan- 
cial standing,  or  shall  we  ship  via  freight 
with  draft  attached  to  bill  of  lading. 

Laundry.  Delivery  to  be  made  in  Washington. 

League.  Have  you  received  our  letter  of  .  .  . 

Leptitani.  Reserve  accommodations  for 

Leptolena.        Reserve  good  room  for 

Lettuce.  Can  deliver  part  of  your  order  at  once. 

Shall  we  ship  portion  or  hold  till  we  can 
make  one  complete  shipment  ? 


146  COMMERCIAL  CORRESPONDENCE 


COMMON  CODE  WORDS  —  Continued 

Code  Word  Phrase  or  Sentence 

Malignify.  Ship  the  following  goods  via 

Melainique.  Should  not  take  less  than 

Obstnionat.  Was  it  absolutely  necessary  to 

Opspringen.  Will  you  join  me? 

Sweetheart.  Twelve  thousand  dollars. 

Trafagasen.  Thirty-nine  barrels. 

Tragopes.  Thirty-nine  gallons. 

Vacamos.  Burlington,  Cedar  Rapids,  and  Northern 

Railroad. 

Vallifilix.  Pennsylvania  Railroad. 

Vellestria.  Pacific  Coast  S.S.  Co. 


Exercise  66 

Telegraph  Wilson,  Bliss  &  Co.,  Ilion,  N.  Y.,  manufacturers  of 
typewriters  and  of  typewriting  paper,  for  20  reams  legal  Paragon 
paper  and  a  No.  7  typewriter  with  elite  type,  to  be  sent  immediately 
to  you  by  Adams  Express,  C.O.D.     Do  not  exceed  ten  words. 

Exercise  67 

As  private  secretary  to  Theodore  Williams  you  telegraphed  at  his 
request  to  George  P.  Upham,  Esq.,  27  Beekman  Street,  New  York,  as 
follows,  "  Mr.  Williams  desires  interview  your  office  next  Wednesday 
morning  eleven."  Write  a  letter  confirming  this  telegram,  stating 
that  Williams  desires  to  consult  Upham  concerning  some  new  evi- 
dence relating  to  his  (Ws)  suit  with  the  Transcontinental  Railroad 
Company,  and  expressing  the  hope  that  it  will  be  convenient  to  Mr. 
Upham  to  see  Mr.  Williams. 

Exercise  68 

Telegraph  to  Pullman  Agent,  23d  Street  Station,  New  York,  reserv- 
ing for  the  25th  instant  a  drawing  room  on  train  leaving  at  twelve 
o'clock  for  St.  Louis  from  the  23d  Street  Station.     Not  over  ten  words. 

Exercise  69 

A.  J.  Smith,  Erie,  Pa.,  sends  a  telegraphic  message  to  The  John- 
ston Paper  Company,  Harrisburg,  Pa.,  for  90  reams  of  French, bond 


TELEGRAMS  AND  CABLEGRAMS       l47 

paper,  light  blue  tint,  20  x  24,  the  heaviest  weight  they  have.  Paper 
to  be  shipped  by  P.  R.  R.  freight  at  earliest  date.  Write  the  message. 
Must  not  exceed  thirteen  words. 

Exercise  70 

You  live  in  Washington,  D.  C,  and  desire  to  purchase  on  account 
^50,000  worth  of  coupon  3.65's  of  District  of  Columbia,  which  you 
desire  to  have  delivered  in  Washington.  Send  a  code  message  to  The 
National  City  Bank  of  New  York,  N.Y.,  with  which  you  deal,  plac- 
ing the  above  order. 

Exercise  71 

You  are  in  business  in  Hong  Kong,  China.  Telegraph  in  code  to 
Murray  &  Sieber,  Ontario,  Cal.,  whose  cable  address  is  "Mursie," 
for  thirty-nine  gallons  of  olive  oil  to  be  shipped  by  the  Pacific  Coast 
Steamship  Company. 

Exercise  72 

You  visit  Duluth,  Minn.,  and  find  an  opportunity  to  buy  some 
very  desirable  real  estate  on  the  principal  business  street  at  a  price 
that  will  insure  large  profit.  The  agent  has  agreed  to  hold  it  open 
for  you  for  twenty-four  hours.  You  want  your  partner's  assent  to  a 
joint  investment  of  $12,000  in  this  property.  His  address  is  J.  F. 
Mills,  32  Adams  Street,  Chicago,  111.  Write  a  code  telegram  that 
will  give  him  all  the  information  needed. 


CHAPTER  XII 

THE  MAKING  OF  CONTRACTS  BY  MAIL  AND  BY  TELEGRAPH 

Promptness  in  writing  letters  is  a  cardinal  virtue ; 
in  some  cases  promptness  is  a  legal  necessity  as  well. 
It  is  a  maxim  of  the  law  that  "  equity  will  not  assist 
those  who  slumber  on  their  rights."  It  may  be  added 
that  the  law  will  not  aid  those  who  are  dilatory  in 
writing  letters.  It  is,  therefore,  necessary  to  act 
without  delay  in  the  following  cases :  — 

1.  In  making  contracts  by  mail. 

2.  In  countermanding  orders. 

3.  In  accepting  an  offer  to  sell  something  fluctuating  in  value. 

4.  In  stoppage  in  transitu. 

There  are  a  few  simple  rules  of  law  in  regard  to 
the  making  of  contracts  by  mail  and  by  telegraph 
which  should  be  fully  understood. 

If  one  offers  to  sell  anything  by  letter  he  cannot, 
of  course,  know  whether  his  offer  has  been  accepted 
until  he  receives  a  definite  response  or  until  after  the 
lapse  of  reasonable  time.  Under  all  circumstances 
when  an  offer  has  been  made  by  letter  there  is  a  lapse 
of  time.  During  this  period  events  may  occur  which 
will  affect  the  desirability  of  the  contract  in  impor- 

148 


CONTRACTS  BY  MAIL  AND  BY  TELEGRAPH   149 

tant  respects.  Unless  one  bears  in  mind  the  law  gov- 
erning the  subject  in  writing  his  letters,  and  safeguards 
himself  during  this  interval,  he  may  suffer  consider- 
able loss,  as  will  be  shown  in  the  cases  that  follow. 

When  an  offer  is  made  by  correspondence,  the 
question  occurs,  At  what  time,  or  by  what  act,  is 
the  contract  completed  ?  The  law  as  now  settled 
in  this  country  may  be  stated  thus :  if  A  sends  an 
offer  by  letter  to  B,  and  B  accepts  the  offer,  the 
moment  B  mails  his  letter  the  contract  is  completed 
and  A  is  bound,  although  he  may  not  know  that  he 
is  bound  until  he  receives  B's  letter.  A  may,  how- 
ever, withdraw  the  offer  at  any  time  before  accept- 
ance ;  but  it  is  not  withdrawn  in  law  until  a  notice 
of  withdrawal  readies  B.  This  is  the  important  point. 
Thus  A,  in  Boston,  writes  to  B,  in  New  Orleans, 
offering  him  a  certain  price  for  one  hundred  bales  of 
cotton,  and  the  next  day  A  changes  his  mind,  and 
writes  to  B,  withdrawing  his  offer ;  if  the  first  letter 
reaches  B  hefore  the  second  reaches  him,  B  has  a  right 
to  accept  the  offer  and  by  his  acceptance  he  binds  A. 
But  if  B  delays  his  acceptance  until  the  letter  of 
withdrawal  reaches  him,  it  is  then  too  late  to  accept. 
The  acceptance  is  good  if  B  writes  to  A  declaring  his 
acceptance,  and  puts  the  letter  into  the  post  office  or  letter 
box.  As  soon  as  the  letter  is  in  the  control  of  the 
postal  authorities,  the  acceptance  is  complete.  That 
is,  on  December  5,  A,  in  Boston,  writes  to  B,  in  New 


150  COMMERCIAL   CORRESPONDENCE 

Orleans,  offering  to  buy  cotton  from  him  at  a  cer- 
tain price.  On  December  6,  A  writes  that  he  has 
changed  his  mind  and  cannot  give  so  much,  and 
mails  the  letter.  On  December  8,  B,  in  New  Orleans, 
receives  the  first  letter,  and  the  next  day,  the  9th, 
answers  it,  saying  that  he  accepts  the  offer  and  mails 
the  letter.  On  the  10th,  he  receives  the  second  letter 
of  A  withdrawing  the  offer.  Nevertheless  the  bargain 
is  complete  and  the  goods  are  sold.  But  if  B  had 
kept  his  letter  of  acceptance  until  he  had  received 
A's  letter  of  withdrawal,  he  could  not  have  put  his 
letter  into  the  mail  and  bound  A  by  his  acceptance. 

The  person  making  the  offer  by  letter  may  with- 
draw it  by  telegraph  or  any  other  means,  and  any 
withdrawal,  however  made,  terminates  the  offer,  if  it 
reaches  the  other  party  before  his  acceptance.  Thus 
if  A,  in  the  case  just  stated,  had  telegraphed  B  on  the 
8th  that  he  desired  to  cancel  the  offer  sent  in  his 
letter  of  the  5th,  and  this  telegram  had  been  deliv- 
ered to  B  before  he  mailed  his  acceptance,  the  with- 
drawal would  be  effectual.  The  advantages  of  the 
telegraph  in  withdrawing  an  offer  made  by  letter 
are  obvious. 

A  few  illustrations  will  make  this  clearer.  In  the 
following  cases  the  acceptance  is  communicated  to  A 
because  it  is  communicated  to  his  agent,  and  a  con- 
tract is  complete,  though  the  acceptance  may  he  delayed 
or  lost.     As  between  the  sender  of  a  letter  and  the 


CONTRACTS  BY  MAIL  AND  BY  TELEGRAPH  151 

person  to  whom  it  is  addressed,  the  post  office  is  the 
agent  of  the  sender.  The  sender  impliedly  makes 
the  mail  and  telegraph  his  agent  when  he  uses  them 
to  make  his  offer. 

(1)  A  sends  an  offer  by  his  office  hoy  to  B.     B  delivers 

his  acceptance  to  the  hoy. 

(2)  A  makes  an  offer  hy  mail  requesting  a  reply  by  mail. 

B  mails  his  acceptance. 

(3)  A  makes  an  offer  to  B  hy  mail,  but  says  nothing  as 

to  how  the  acceptance  is  to  be  made.     B  mails  his 
acceptance. 

(4)  A  telegraphs  B  an  offer,  adding  "  wire  me  your  reply." 

B  hands  his  acceptance  to  the  telegraph  company. 

(5)  A  telegraphs  B  an  offer.     B  hands  his  acceptance 

to  the  telegraph  company. 

In  all  the  cases  cited  below,  there  is  no  communica- 
tion of  the  acceptance  to  C  until  he  actually  receives  it, 
and  if  it  is  delayed  or  lost  in  transit  there  is  no  contract. 

(6)  C  sends  an  offer  hy  his  office  hoy  to  D.     D  examines 

it,  and  immediately  sends  his  own  clerk  with  his 
acceptance  to  C. 

(7)  C  sends  an  offer  by  his  servant  to  D,  and  D  immedi- 

ately mails  his  acceptance  to  C. 

(8)  C  makes  an  offer  to  D  by  mail,  and  D  dispatches  his 

clerk  to  C  with  his  acceptance. 

(9)  C  makes  an  offer  to  D  by  mail,  and  D  telegraphs  his 

acceptance  to  C. 

(10)  C  wires  an  offer  to  D,  and  D  mails  his  acceptance  to  C. 

(11)  C  makes  an  offer  to  D  by  mail,  conditional  on  the 

acceptance  heing  received  by  him  by  a  certain  day. 
D  mails  his  acceptance  to  C. 


152  COMMERCIAL  CORRESPONDENCE 

In  making  an  offer  by  mail,  therefore,  it  is  well  to 
state  in  the  letter  that  unless  a  reply  is  received  within 
a  certain  time,  the  writer  will  consider  the  offer  refused. 
It  is  especially  important  for  the  writer  to  safeguard 
himself  in  some  such  way  in  offering  to  buy  or  sell 
something  which  is  fluctuating  in  value  or  which 
cannot  be  readily  duplicated.  Sir  Frederick  Pollock 
remarks  concerning  the  law  on  this  subject,  "  The 
practical  conclusion  seems  to  be  that  every  pru- 
dent man  who  makes  an  offer  of  any  importance  by 
letter  should  expressly  make  it  conditional  on  his  ac- 
tual receipt  of  an  acceptance  within  some  definite  ti7)%eP 

On  December  2,  an  insurance  company  wrote  to 
William  Tayloe,  offering  to  insure  his  house  for 
88000,  upon  his  (T's)  paying  a  premium  of  $57.  The 
letter  contained  this  sentence,  "  Should  you  desire 
to  effect  the  insurance,  send  me  your  chech,  payable 
to  my  order,  for  |57,  and  the  business  is  concluded^ 
Through  misdirection,  T  did  not  receive  the  letter 
until  December  20,  when  he  immediately  accepted 
the  offer  by  letter,  inclosing  his  check  for  |57,  w^hich 
he  mailed,  but  which  was  not  received  by  the  insur- 
ance company  before  December  31.  On  December  22, 
Tayloe's  house  was  destroyed  by  fire.  The  insur- 
ance company,  learning  of  the  fire,  refused  to  accept 
T's  check  when  received,  stating  that  inasmuch  as 
the  house  was  destroyed  they  could  not  insure  it. 
T,  however,  claimed  that  he  had  accepted  their  propo- 


CONTRACTS  BY  MAIL   AND  BY   TELEGRAPH      153 

sition  before  the  house  burned  and  that,  therefore, 
the  insurance  company  was  liable.  He  sued  the 
company  for  the  18000  and  recovered  the  full 
amount  (9  Howard,  U.  S.  390).  Had  the  insurance 
company  written,  "  TJ;pon  receipt  of  your  check, 
payable  to  our  order,  the  insurance  will  be  effected," 
it  would  have  protected  itself  against  the  contin- 
gency that  happened. 

C  wrote  to  W,  "  Upon  an  agreement  to  finish  the 
fitting  up  of  offices  57  Broadway  in  two  weeks  from 
date,  you  may  begin  at  once."  W  did  not  answer 
the  letter.  He  intended,  however,  to  accept  the  offer, 
and  bought  lumber  with  which  to  do  the  work.  The 
next  day  the  proposition  was  countermanded,  and  W 
w^as  left  with  the  lumber  on  his  hands.  He  tried  to 
hold  C  for  the  price  of  the  lumber,  but  the  court  held 
that  he  could  not,  as  there  was  no  contract  (46  N.  Y. 
467).  Had  W  written  immediately  in  reply  to  A's  let- 
ter, "  I  agree  to  fit  up  offices  57  Broadway,  New  York, 

in  two  weeks  from  ,"  and   mailed  it,  C   would 

have  been  bound.  This  case  shows  the  importance 
of  acknowledging  the  receipt  of  letters. 

On  Saturday,  July  31,  A  offered  by  telegraph  a 
quantity  of  oil  at  fifty-eight  cents.  The  telegram  was 
not  delivered  to  B  until  Monday,  August  2,  between 

8  and    9    o'clock.     On    Tuesday,    August    3,    about 

9  o'clock,  B  deposited  a  telegram  with  the  telegraph 


154  COMMERCIAL   CORRESPONDENCE 

company,  accepting  the  offer.  Later  in  the  same  day, 
A  sent  B  a  telegram  withdrawing  the  offer  of  July  31  ; 
but  B  replied  that  sale  was  effected,  and  tried  to  hold 
A.  The  court  held,  however,  that  there  was  no  con- 
tract, as  B  had  not  accepted  within  a  reasonable  time 
(4  Dillon,  431).  Telegraph  offers  require  immediate 
answers.  Had  B  answered  the  same  day  that  he  re- 
ceived the  telegram,  A  would  probably  have  been  held. 

A,  the  proprietor  of  a  theater,  telegraphed  to  B, 
who  was  a  playwright,  concerning  a  certain  play  : 
"  What  are  your  terms  for  Fernande  ?  Can  I  pro- 
duce it  May  7  ?  "  B  answered  :  "  Twenty  dollars  per 
night.  You  may  announce  it  for  May  7.  If  you 
agree,  will  send  scene  plot  to-night.  Answer."  A 
replied :  "  Agreed  to  terms.  Piece  announced  for 
May  7.  Send  manuscript  and  plot  immediately." 
B  sent  the  manuscript  and  plot,  but  A  did  not 
exhibit  the  piece.  It  was  held  that  these  messages 
established  a  contract  between  the  parties  for  the 
exhibition  of  the  play  on  May  7,  and  that  the 
plaintiff  was  entitled  to  recover  the  price  named  for 
one  night  and  no  more. 

Business  circulars.  "  Care  should  always  be  taken 
not  to  construe  as  an  agreement  letters  which  the 
parties  intend  only  as  preliminary  negotiations." 
(Foster,  J.,  in  Lyman  -y.  Robinson,  14  Allen,  254.) 
Business  circulars,  stating  terms  upon  which  goods 


CONTRACTS  BY  MAIL  AND  BY  TELEGRAPH  155 

may  be  ordered,  sent  to  persons  to  attract  their  at- 
tention to  a  particular  business,  are  not  offers  which 
become  binding  contracts  on  their  acceptance  by  the 
persons  addressed.     (Moulton  v.  Kershaw,  59  Wis.  316.) 

If  a  person  accepts  from  the  post  office  a  periodical 
sent  to  him  through  the  mails,  he  is  bound  to  pay 
the  subscription  price. 

Where  an  individual  makes  an  offer  by  mail,  which 
expressly  or  by  implication  requires  an  answer  by 
return  mail,  the  offer  can  continue  only  for  a  limited 
time,  and  the  making  of  it  is  accompanied  by  an  im- 
plied stipulation  that  the  answer  will  be  sent  by 
return  post.  If  an  offer  is  made  by  letter,  the 
proposer  requesting  an  answer  by  telegraph,  "  yes " 
or  "no,"  and  stating  that  unless  he  receives  the 
answer  by  a  certain  date  he  "  shall  conclude  no,"  the 
offer  is  made  dependent  upon  an  actual  receipt  of 
the  telegram  on  or  before  the  date  named. 

Bills  are  frequently  sent  out  with  these  words 
stamped  across  the  face,  viz.,  "10  per  cent  discount 
if  paid  on  or  before  the  15th."  Where  such  a  bill  is 
sent  by  mail,  the  person  receiving  it  is  entitled  to  the 
discount  if  he  mails  the  remittance  any  time  before 
midnight  of  the  15th,  although  the  remittance  may 
not  be  received  before  the  16th  or  17th  or  later. 

If  a  seller  makes  a  mistake  in  price  in  offering 
goods    by    letter,  and    the    buyer    accepts    the    offer. 


156  COMMERCIAL  CORRESPONDENCE 

the  seller  can,  nevertheless,  in  some  cases,  escape  from 
the  contract,  on  the  ground  of  mistake.  Thus,  in  the 
case  of  Mummenhoff  &  Co.  v.  Randall  (19  Ind.  App. 
44),  Randall  wrote  to  Mummenhoff  &  Co.,  quoting  a 
price  on  potatoes.  The  letter  was  dictated  to  a  stenog- 
rapher, and  by  mistake  the  stenographer  wrote  thirty- 
five  cents  per  bushel  instead  of  fifty-five  cents,  as  was 
dictated  to  her.  Upon  receipt  of  this  letter,  Mum- 
menhoff &  Co.  replied  by  mail,  and  ordered  several 
carloads  of  the  potatoes.  The  potatoes  were  shipped. 
After  shipment,  R,  in  looking  over  his  correspondence, 
noticed  the  mistake  and  at  once  telegraphed  M.  &  Co. 
the  correct  price.  M.  &  Co.  received  this  telegram 
before  the  arrival  of  the  potatoes.  Notwithstanding 
this,  they  accepted  the  potatoes  upon  their  arrival. 
The  court  held,  under  the  circumstances,  that  M.  &  Co. 
should  pay  at  the  rate  of  fifty-five  cents  per  bushel, 
but  intimated  that  had  M.  &  Co.  received  the  potatoes 
and  disposed  of  them  before  they  had  received  R's 
telegram  notifying  them  of  the  mistake,  they  could  not 
have  been  held  to  pay  more  than  thirty-five  cents. 

Stoppage  in  transitu  is  a  right  which  the  seller  has 
to  repossess  himself  of  goods  not  paid  for,  while  in 
the  possession  of  a  carrier  on  their  way  to  the  pur- 
chaser. The  right  may  be  exercised  only  when  the 
following  conditions  exist :  — 

1.   The   amotint    for    which    the    goods   were   sold 
must  be  wholly  or  partly  unpaid. 


CONTRACTS  BY  MAIL  AND  BY  TELEGRAPH     157 

2.  They  must  be  in  the  hands  of  a  third  person 
in  transit. 

3.  The     buyer    must    be   insolvent    or    unable    to 
pay  his  debts. 

The  seller  exercises  this  right  at  his  own  peril ;  if 
the  seller  stops  the  goods  when  the  buyer  is  solvent, 
he  may  be  compelled  to  deliver  them,  and  will  also 
be  liable  to  the  buyer  for  all  damage  that  may  have 
resulted  from  the  stoppage.  The  notice  should  de- 
scribe the  goods,  state  that  the  right  of  stoppage  in 
transitu  exists,  and  order  the  carrier  not  to  deliver 
them  to  the  consignee.  For  example,  a  manufacturer 
of  electrical  supplies  in  Philadelphia,  Pa.,  ships  to  a 
dealer  in  Scranton,  Pa.,  by  the  P.  &  R.  Freight  Com- 
pany, a  box  of  supplies ;  the  next  morning  he  learns 
that  the  dealer  has  failed.  If  he  desires  to  repossess 
himself  of  the  goods,  he  should  deliver  or  send  to  the 
P.  &  R.  Freight  Company  without  delay  a  notice  like 

the  following :  — 

Philadelphia,  Pa., 

February  9,  19    . 
P.  &  R.  Freight  Company, 

12th  &  Market  Streets, 

Philadelphia,  Pa. 

Gentlemen  : 

We  delivered  to  you  yesterday,  February  8,  a  box 
of  goods  consigned  to  the  Electric  Company, 

Scranton,  Pa.  Circumstances  have  since  arisen  which 
warrant  our  exercising  our  right  of  stoppage  in  transitu. 
Please,  therefore,  hold  the  goods  subject  to  our  order. 

Yours  very  truly, 


158  COMMERCIAL   CORRESPONDENCE 

Exercise  73 

1.  As  between  the  sender  of  a  letter  and  the  person  to  whom  it  is 
addressed,  in  what  capacity  does  the  post  ofl&ce  act  ? 

2.  At  what  precise  moment  does  the  acceptance  of  an  ofEer  by  mail 
bind  the  contract  ? 

3.  What  conclusion  does  Sir  Frederick  Pollock  draw  from  the  rule 
that  "  a  person  who  makes  an  offer  by  letter  or  by  telegraph  becomes 
bound  by  contract  the  moment  the  offeree  dispatches  his  acceptance 
by  mail  or  by  telegraph"? 

4.  In  the  following  cases  the  acceptances  are  not  received  within  a 
reasonable  time  because  of  delays  of  various  kinds.  State  in  which, 
however,  there  is  legally  a  communication  of  the  acceptance  and  con- 
sequently a  complete  contract,  and  in  which  there  is  no  contract, 
viz.: — 

(1)  C  sends  an  offer  by  his  clerk  to  D.     D  delivers  his 

acceptance  to  the  clerk. 

(2)  A  sends  an  offer  by  a  servant  to  B.    B  examines 

it  and  immediately  sends  his  own  servant  with 
his  acceptance  to  A. 

(3)  A  sends  an  offer  by  his  servant  to  B,  and  B  immedi- 

ately mails  his  acceptance  to  A. 

(4)  C  makes  D  an  offer  by  mail,  requesting  a  reply  by 

mail.    D  mails  his  acceptance. 

(5)  C  makes  an  offer  to  D  by  mail,  and  D  sends  his 

clerk  to  C  with  his  acceptance. 

(6)  A  makes  an  offer  to  B  by  mail,  and  B  telegraphs  his 

acceptance  to  A. 

(7)  A  makes  an  offer  to  B  by  mail,  saying  nothing  as  to 

how  the  acceptance  is  to  be  made.     B  mails  his 
acceptance. 

(8)  D  telegraphs  E  an  offer,  adding,  "  Wire  me  your 

reply."     E  hands  his  acceptance  to  the  telegraph 
company. 


CONTRACTS  BY  MAIL  AND  BY  TELEGRAPH     159 

(9)  D  wires  an  ofEer  to  E,  and  E  mails  his  acceptance 
toD. 

(10)  A  telegraphs  an  offer  to  B.    B  hands  his  acceptance 
to  the  telegraph  company. 

5.  On  June  1,  A  offers  by  letter  to  sell  B  100  shares  of  stock  at  ^10 
a  share,  and  demands  an  immediate  reply.  Through  misdirection  B 
does  not  receive  the  letter  until  June  5,  but  immediately  accepts  by 
letter,  which  he  mails,  but  which  is  not  received  by  A  until  June  7. 
On  June  6,  however,  the  stock  has  advanced  to  $12  a  share,  and  A 
not  having  heard  from  B  and  deeming  that  B  does  not  wish  the 
stock,  sells  it  to  C.     Can  A  be  held  liable  by  B  ? 

Esiercise  74 

You  are  a  confidential  clerk  and  stenographer  to  the  firm  of  Cool- 
*idge  &  Greer,  Buffalo,  N.  Y.  Greer  is  in  Europe,  and  the  head  of 
the  firm  has  left  in  a  hurry  to  catch  a  train.  Ten  minutes  after  his 
departure  a  telegraph  messenger  brings  you  the  following  scrawled 
on  a  crumpled  envelope  :  "  Howard  is  about  to  fail.  Write  express 
company  to  hold  goods  until  further  notice."     (Signed)  Coolidge. 

The  firm  sent  a  case  of  goods  yesterday  to  Samuel  C.  Howard, 
151  State  Street,  Chicago,  by  Adams  Express.  As  they  have  learned 
that  Howard  is  about  to  fail,  they  desire  to  exercise  their  right  of 
stoppage  in  transitu.     Write  letter. 

Exercise  75 

1.  Robert  W.  Hunt,  of  435  Drexel  Building,  Philadelphia,  Pa., 
and  Frank  K.  Alexander,  of  1012  Masonic  Building,  Chicago,  111., 
have  been  corresponding  concerning  the  purchase  and  sale  of  one 
hundred  shares  of  traction  stock  owned  by  Hunt.  Write  a  letter 
from  Hunt  to  Alexander  offering  the  stock  for  $87  a  share. 

2.  By  the  next  morning  after  the  preceding  offer  is  made,  circum- 
stances arise  which  make  it  desirable  for  Hunt  to  countermand  the 
offer.  Write  letter  or  telegram,  whichever  you  deem  proper  under 
the  circumstances,  withdrawing  the  offer. 


CHAPTER  XIII 

MISCELLANEOUS  EXERCISES 

Exercise  76 

You  are  in  the  house  furnishing  goods  business :  — 

1.  Mr.  Frank  Clayton  has  applied  for  a  position  as  traveling 
salesman,  and  refers  to  Messrs.  Phillips  &  Dunlap,  of  (give  some 
address  in  your  city),  for  information  as  to  character  and  ability. 
You  have  found  Mr.  Clayton  prepossessing  in  manner  and  might 
engage  him  at  once,  but  you  make  it  a  rule  to  investigate  tes- 
timonials and  references.  You  will  rest  your  decision  largely  upon 
Messrs.  Phillips  &  Dunlap's  reply.     Write  them  these  facts. 

2.  Then  write  the  reply  of  Messrs.  Phillips  &  Dunlap,  stating  that 
personally  they  have  a  favorable  opinion  of  Mr.  Clayton.  They  do 
not,  however,  believe  that  he  possesses  the  qualifications  for  success 
on  the  road.  While  affable  in  manner,  he  has  not  the  aggressive 
force  that  alone  can  successfully  battle  against  sharp  competition, 
and  that  he  lacks  the  personal  magnetism  that  would  make  him 
popular  and  influential.  His  work  for  their  house  was  conscientious 
and  painstaking ;  but  owing  to  the  lack  of  results  they  were  obliged 
to  dispense  with  his  services.  They  regret  that  they  cannot  advise 
his  being  engaged  as  a  traveling  salesman.  They  suggest  that  Mr. 
Clayton  would  make  a  valuable  ofl&ce  assistant,  as  his  methodical 
habits  and  integrity  are  unquestioned. 

Exercise  77 
You  are  a  real  estate  agent :  — 

One  of  your  tenants,  Mr.  Samuel  McCormick,  of  1023  Walnut 
Street,  owes  $100  for  rent  due  March  1.  You  have  called  at  his 
office  several  times  in  the  last  two  weeks,  but  never  found  him  in. 

160 


MISCELLANEOUS  EXERCISES  161 

You  are  expected  to  pay  all  the  rents  over  to  owners  before  the  15th 

of  each  month,  and  they  hold  you  responsible  if  they  are  not  paid 

at  that  time.     Write  these  facts  to  Mr.  McCormick,  asking  for  an 

immediate  payment,  otherwise  you  will  be  compelled  to  distrain  his 

goods. 

Exercise  78 

J.  B.  Browning  &  Co.,  of  Cincinnati,  Ohio,  a  good  customer  of 
yours,  has  not  sent  you  an  order  for  some  time.  You  cannot  under- 
stand the  cause,  as  they  have  never  made  complaint,  still  you  think 
something  must  be  the  matter.  Write  a  letter  of  at  least  125  words, 
stating  this  fact  and  asking  the  cause.  Close  with  some  complimen- 
tary allusion  to  them,  and  add  that  you  have  written  your  Mr.  Jones 
to  call  upon  them,  as  he  will  be  in  Cincinnati  in  the  course  of  a  few 
days  and  will  be  glad  to  receive  orders. 

Exercise  79 

1.  The  John  Sparks  Electric  Co.,  of  157  Center  Street,  St.  Louis, 
Mo.,  write  a  letter  to  John  E.  Hunt,  of  334  Marion  St.,  St.  Louis, 
inclosing  statement  for  $225,  and  requesting  immediate  payment. 
Write  letter. 

2.  John  E.  Hunt's  business  is  growing  so  rapidly  that  he  finds 
his  capital  insufficient  to  meet  its  requirements.  His  orders  to 
Sparks  Electric  Co.  have  been  increasing  for  some  time.  This  in- 
crease in  orders  is  the  result  of  a  healthy  expansion  of  business,  and 
not  of  any  irregularity  or  careless  extension  of  it.  He  is  obliged  to 
give  long  credit,  and  this  with  his  inadequate  capital  places  him  at 
a  disadvantage.  His  creditors  are  good.  He  desires  the  Sparks  Elec- 
tric Co.  to  accept  his  note  at  90  days  for  the  amount  of  their  bill. 
Write  letter  from  Hunt  to  the  Sparks  Electric  Co.,  asking  them  to 
make  this  concession  upon  the  basis  of  the  statements  given. 

3.  Write  reply  to  the  above  from  the  Sparks  Electric  Co.  to  John 
E.  Hunt  to  the  effect  that  they  are  disappointed  that  Hunt  cannot 
send  a  remittance;  that  when  they  opened  an  account  with  him, 
it  was  with  the  understanding  that  settlements  were  to  be  made 
monthly,  whereas  he  is  now  asking  for  an  extension  of  three  months. 
They  add  they  will  accept  his  note  in  this  instance,  but  that  they  do 
not  wish  it  to  be  considered  as  a  precedent. 


162  COMMERCIAL  CORRESPOI^DENCE 

Exercise  80 

You  are  sales  manager  of  the  Office  Furniture  Company,  Limited, 
of  Grand  Rapids,  Mich.  John  Tompkins,  of  211  Market  Street, 
Grand  Rapids,  called  for  prices  on  two-drawer  vertical  files.  As  you 
were  absent,  he  requested  your  office  boy  to  ask  you  to  write  him  a 
letter,  giving  prices  and  styles.  Write  letter  to  John  Tompkins, 
giving  the  following  quotations :  one  #851  2-dr.  vertical  file,  15^  in. 
deep,  net,  ^7.15;  one  #871  2-dr.  vertical  file,  21^  in.  deep,  net, 
$9 ;  one  2-dr.  upright  vertical  file,  28  in.  deep,  equipped  with  auto- 
matic locking  device,  net,  $15.  Express  the  hope  that  the  quota- 
tions will  be  satisfactory,  and  that  a  reply  will  inform  you  how 
you  may  serve  him.  Add  some  appropriate  close,  and  sign  letter 
in  name  of  Office  Furniture  Company,  with  your  name  as  sales 
manager. 

Exercise  81 

1.  Mr.  John  Smith,  of  Grand  Rapids,  Mich.,  is  a  real  estate 
agent,  and  at  the  suggestion  of  influential  friends  he  desires  to  add 
life  insurance  to  his  business.  Although  he  has  never  solicited 
insurance,  he  feels  that  his  ten  years'  experience  in  the  real  estate 
business,  and  his  wide  acquaintance  in  the  city,  would  enable  him 
to  secure  many  policies.  He  notes  that  the  Mutual  Life  Insurance 
Co.  of  New  York  has  no  representative  in  Grand  Rapids.  Write  a 
letter  to  the  Mutual  Life  Insurance  Co.,  Mutual  Life  Building, 
New  York,  N.  Y.,  in  the  name  of  John  Smith,  making  application 
to  represent  them.     Add  the  names  of  two  bankers  as  references. 

2.  Then  write  a  letter  from  the  Mutual  Life  Insurance  Co.  to 
John  Smith,  acknowledging  receipt  of  his  letter,  and  stating  that 
it  will  be  given  consideration. 

3.  Then  write  a  letter  from  the  Mutual  Life  Insurance  Co.  to 
one  of  the  references,  mentioning  Mr.  Smith's  application,  and  ask- 
ing for  information  concerning  his  fitness  for  such  work. 

4.  Then  write  a  letter  from  the  person  addressed  to  the  Mutual 
Life  Insurance  Co.,  stating  that  many  years'  personal  acquaintance 
with  Mr.  Smith  enables  the  writer  to  testify  to  his  ability  and  integ- 
rity. He  states  that  Mr.  Smith  is  a  popular  and  widely  known  citi- 
zen of  the  community  in  which  he  resides,  that  he  is  of  pleasing 


MISCELLANEOUS  EXERCISES  163 

personality  and  address,  and  that  the  writer  believes  that  he  is  fully- 
equipped  for  the  agency. 

5.  Then  write  a  letter  from  the  Mutual  Life  Insurance  Co.  to 
Mr.  Smith,  notifying  him  that  after  due  consideration  of  his  appli- 
cation, they  take  pleasure  in  informing  him  of  his  appointment  as 
agent  of  their  company.  Add  that  their  representative  will  call 
(specify  time)  to  discuss  details  with  him  and  to  draw  up  a  formal 
contract. 

Exercise  82 

One  of  your  customers  has  sent  you  a  letter  complaining  of  the 
lack  of  courtesy  of  one  of  your  employees.  Write  a  letter  expressing 
your  regret,  stating  the  matter  will  be  investigated,  and  assuring 
them  that  every  precaution  will  be  taken  to  prevent  a  similar  occur- 
rence.    Add  such  other  matter  as  you  think  proper. 

Exercise  83 

In  conversation  the  other  day  with  your  friend,  Mr.  Franklin 
Wood,  who  was  inquiring  for  a  man  as  a  stenographer  and  private 
secretary,  you  mentioned  the  name  of  Mr.  Harry  Mills  as  a  suitable 
person,  and  Mr.  Wood  asked  you  to  send  Mr.  Mills  to  see  him. 
Write  letter  of  introduction  for  Mr.  Mills  to  Mr.  Wood,  stating  that 
he  has  had  rare  experience  as  a  stenographer,  having  been  employed 
for  several  years  by  the  law  firm  of  Messrs.  Johnson  &  Choate,  and 
since  January,  19 — ,  has  been  reporting  in  the  courts  of  the  city. 
That  he  is  a  man  of  superior  abilities  and  qualifications,  is  discreet 
and  thoughtful,  and  that  his  training  has  been  of  such  a  character 
as  to  fit  him  well  for  work  of  a  confidential  nature.  You  bespeak 
for  him  Mr.  Wood's  kind  consideration. 

Exercise  84 

You  have  a  prospect  of  being  employed  in  the  establishment  of 
George  C.  Winkler  &  Co.,  of  2920  Chestnut  Street,  Philadelphia,  Pa. 
You  have  had  an  interview  with  these  gentlemen,  and  being  asked 
for  a  reference  took  the  liberty  of  giving  the  name  of  William  Phil- 
lips, of  1049  Walnut  Street,  Philadelphia,  by  whom  you  were  for- 
merly employed  for  two  years.     Write  a  letter  to  Mr.  Phillips  stat- 


164  COMMERCIAL  CORRESPONDENCE 

ing  these  facts,  and  adding  that  you  felt  justified  in  referring  to 
him,  inasmuch  as  he  had  expressed  satisfaction  with  your  conduct 
and  service  while  you  were  in  his  employ. 

Exercise  85 

You  represent  a  loan  company :  — 

Mr.  C.  A.  Jones,  of  121  Market  Street,  your  city,  has  written  to 
you,  applying  for  a  loan  of  $10,000  on  premises  321  Market  Street. 
Answer  his  letter,  stating  that  the  matter  has  been  considered  by 
your  loan  committee,  and  that  you  have  been  directed  to  advise  him 
that  it  will  be  considered  further  if  the  amount  can  be  reduced  to 
$8000 ;  otherwise  it  is  respectfully  declined. 

Exercise  86 

1.  On Messrs.  Clark  &  Simpson,  of  Toledo,  Ohio, 

sent  an  order  for  goods  to  Smith  Bros.  &  Co.,  of  229  Main  Street, 
Buffalo,  N.  Y.,  to  be  shipped  by  Merchants'  Dispatch.  By  mistake 
Smith  Bros.  &  Co.  sent  the  goods  by  express,  and  Clark  &  Simpson 
were  obliged  to  pay  $3.50  more  than  the  charges  would  have  been 
if  the  goods  had  come  by  freight,  as  ordered.  Write  letter  from 
Clark  &  Simpson  to  Smith  Bros.  &  Co.,  stating  the  above,  and  adding 
that  they  have  charged  the  difference  to  Smith  Bros.  &  Co.'s  account. 

2.  Then  write  letter  from  Smith  Bros.  &  Co.  to  Clark  &  Simpson, 
stating  that  upon  referring  to  the  order  they  find  Clark  &  Simpson's 
statement  to  be  correct,  and  that  they  will  give  them  proper  credit  for 
the  excess  charges  paid,  and  apologizing  for  the  mistake  made. 

Exercise  87 

1.  The  Holyoke  Paper  Mills  Company  of  Holyoke,  Mass.,  are 
about  to  establish  a  Southern  agency.  Mr.  Samuel  W.  Williams, 
of  Jackson,  Miss.,  has  been  strongly  recommended  to  them.  For 
several  years  he  was  with  Messrs.  Robinson  &  Fisher,  321  Com- 
mercial Street,  New  Orleans,  La.  Write  a  letter  from  the  Holyoke 
Paper  Mills  Company  to  Robinson  &  Fisher,  asking  their  opinion 
of  Mr.  Williams's  ability  to  fill  a  position  involving  responsibility 
and  good  business  judgment.     Any  communication  will,  of  course, 


MISCELLANEOUS  EXERCISES  165 

be  considered  by  the  Holyoke  Paper  Mills  Company  as  strictly  con- 
fidential. 

2.  Then  write  a  reply  from  Robinson  &  Fisher  to  the  Holyoke 
Paper  Mills  Company,  expressing  the  pleasure  it  gives  them  to  say 
that  during  a  somewhat  intimate  business  connection,  extending  over 
several  years,  they  found  Mr.  Williams  in  all  respects  worthy  of  the 
fullest  confidence.  They  add  that  they  feel  sure  that  the  Holyoke 
Paper  Mills  Company  will  have  no  reason  to  regret  placing  Mr.  Wil- 
liams in  the  responsible  position  for  which  he  is  an  applicant. 

Exercise  88 

Letter  of  resignation  and  reply :  — 

1.  James  T.  Bennett  is  president  of  the   Henry  Clay  Debating 

Society  of  the High  School.     He  finds  it  necessary  to  resign  as 

the  doctor  has  ordered  him  to  go  to  Denver,  Colo.,  because  of  ill 
health.  Write  letter  to  the  secretary  and  members  of  the  society, 
expressing  his  regret  at  being  compelled  to  withdraw ;  also  give 
expression  of  the  pleasure  and  benefit  which  the  writer  has  derived 
from  his  association  with  the  society. 

2.  Write  reply  from  secretary  on  behalf  of  the  society,  acknowl- 
edging and  accepting  resignation.  Express  regret  at  losing  Mr. 
Bennett,  the  society's  appreciation  of  his  valued  services  and  the 
profit  and  benefit  derived  from  personal  contact  with  him.  Add  such 
other  matter  as  you  think  proper. 

Exercise  89 

You  are  in  the  insurance  business  :  — 

Mr.  William  C.  O'Neill,  135  Queen  Street,  Toronto,  Canada,  your 
agent  there,  has  sent  you  a  report  under  date  of  April  24,  giving  the 
amount  of  business  written  by  him  last  month.  You  are  not  pleased 
with  it,  and  think  that  the  district  he  represents  should  produce  more 
insurance.  Write  letter  to  Mr.  O'Neill  to  this  effect,  pointing  out  to 
him  that  during  his  predecessor's  (Mr.  Frank  C.  Parker's)  manage- 
ment, the  record  of  his  work  was  as  follows,  viz. :  in  1909  he  wrote 
350  policies  covering  $350,000  insurance ;  in  1910  he  wrote  375  poli- 
cies covering   $375,000   insurance;   in   1911,  400  policies  covering 


166  COMMERCIAL  CORRESPONDENCE 

$500,000;  in  1912,  450  policies  covering  $750,000,  and  in  1913,  500 
policies  covering  $1,000,000.  Point  out  to  Mr.  O'Neill  that  the  above 
figures  show  a  gain  in  each  year.  On  the  other  hand,  Mr.  O'Neill's 
monthly  reports  for  this  year  show  a  falling  off  each  month.  Explain 
that  for  the  first  month  or  two  this  was  not  wholly  unexpected,  as  he 
was  a  new  agent  in  the  field.  You  feel,  however,  that  now  he  should 
be  acquainted  with  the  territory  and  that  there  should  be  some  im- 
provement during  the  coming  months.  Tell  him  that  as  the  territory 
has  always  been  well  handled  you  think  that  should  balance  his  new- 
ness to  the  position,  and  add  such  other  matter  as  you  think  proper. 

Exercise  90 

1.  Benjamin  F.  Ely,  of  Peoria,  HI.,  writes  to  William  S.  Henderson, 
701  "  The  Rookery,"  Chicago,  111.,  for  information  concerning  the 
Franklin  Insurance  Company  of  1001  Security  Building,  Chicago, 
with  which  he  contemplates  placing  considerable  insurance.  He 
desires  information  concerning  the  directors  and  officers  of  the  com- 
pany ;  how  much  capital  and  surplus  the  company  has,  and  whether 
they  pay  losses  promptly.     Write  letter. 

2.  Then  write  reply  embodying  the  following  data :  In  Hender- 
son's estimation  the  company  is  one  of  the  best  in  existence ;  the 
officers  and  directors  are  experienced  insurance  men  and  are  among 
the  leading  citizens  of  the  city;  the  company  has  a  paid-up  cash 
capital  of  $1,000,000  and  a  net  surplus  of  $300,000 ;  it  pays  its  losses 
promptly  and  is  abundantly  able  to  meet  all  demands;  Henderson 
has  transacted  business  with  the  company  for  many  years,  and  knows 
it  to  be  honorable  and  thoroughly  reliable. 

Exercise  91 

You  are  a  traveling  salesman  for  Kolb,  Sewall  &  Co.,  of  27  Maiden 
Lane,  New  York,  N.  Y.  You  are  in  St.  Louis,  Mo.,  in  the  interest  of 
the  firm.  You  have  secured  a  large  order  from  Messrs.  Macdonald  & 
Campbell,  of  Market  and  Fourteenth  Streets,  St.  Louis,  which  you  send 
to  the  firm.  As  M.  &  C.  is  a  new  firm,  you  send  with  the  order  a  report 
to  the  effect  that  you  found  them  to  be  thorough  business  men,  and 


MISCELLANEOUS  EXERCISES  167 

that  your  conversation  with  them  created  in  you  a  feeling  of  security 
in  opening  an  account  with  them.  They  gave  you,  without  hesitation, 
full  information  of  their  affairs,  the  amount  of  capital  employed 
and  business  done,  together  with  some  private  matters  which  you 
will  lay  before  the  firm  upon  your  return.  From  other  sources 
you  have  learned  of  the  esteem  in  which  they  are  held  individually. 
You  feel  that  if  the  order  is  satisfactorily  filled  it  will  result  in 
securing  Macdonald  &  Campbell  as  customers.  Write  letter  from 
Southern  Hotel,  St.  Louis,  to  your  firm,  inclosing  order  and  giving 
report  to  the  above  effect.  Add  that  as  you  have  thoroughly  can- 
vassed St.  Louis,  you  leave  for  Chicago,  where  you  will  await  further 
advices  at  the  Auditorium  Hotel. 

Eserciae  92 

1.  Philip  Bayne,  of  19  Center  St.,  St.  Louis,  Mo.,  on  the  first  of 
the  present  month  sent  a  box  containing  a  framed  picture  to  Walter 
Burrill,  Boise  City,  Idaho,  by  the  Western  Express  Company,  for  which 
he  received  their  receipt  containing  the  following  conditions,  viz. :  — 

"  In  no  event  shall  the  Western  Express  Company  be  liable  for  any 
loss  or  damage  unless  the  claim  therefor  shall  be  presented  to  them 
in  writing,  at  this  office,  within  thirty  days  after  this  date,  a  state- 
ment to  which  this  receipt  shall  be  annexed. 

"  All  articles  of  GLASS,  or  contained  in  GLASS,  or  any  of  a  frag- 
ile nature,  will  be  taken  at  shipper's  risk  only,  and  the  shipper  agrees 
that  the  company  shall  not  be  held  responsible  for  any  injury,  by 
breakage  or  otherwise,  nor  for  damage  to  goods  not  properly  packed 
and  secured  for  transportation." 

The  picture  in  transportation  was  badly  damaged  and  the  frame 
and  glass  broken.  He  desires  to  enter  a  claim  for  damages.  He 
believes  the  claim  to  be  a  just  one,  as  he  feels  sure  the  picture  was 
packed  with  the  best  of  care;  that  the  box  had  on  the  outside 
**  GLASS,  handle  with  care";  that  he  feels  that  if  these  directions 
had  been  carefully  observed,  the  damage  could  not  have  occurred  ; 
that  he  believes  it  was  due  entirely  to  the  carelessness  of  some 
employee,  and  that  he  therefore  looks  to  the  express  company  for 
damages,  and  makes  claim  for  $50. 


168  COMMERCIAL  CORRESPONDENCE 

2.  Under  current  date  acknowledge  receipt  of  the  foregoing  letter 
by  the  Western  Express  Company,  stating  that  the  matter  will  be 
investigated,  and  that  a  reply  will  be  sent  within  a  few  days. 

3.  Considerable  time  has  elapsed  since  the  receipt  of  the  letter 
from  the  Western  Express  Company.  Bayne  feels  that  they  have 
had  ample  time  for  investigation.  Write  that  he  desires  to  have  the 
claim  settled,  and  that  he  would  like  them  to  give  the  matter  their 
immediate  attention. 

4.  Under  proper  date  write  letter  from  Western  Express  Company 
stating  that  they  have  considered  the  foregoing  claim  of  (date),  and 
while  they  are  willing  to  assume  responsibility  in  the  matter  and 
make  some  satisfactory  adjustment,  they  believe  that  the  claim  of  $50 
is  entirely  too  large.  That  they  are  willing  to  send  their  check  for 
^25,  which  they  believe  will  be  full  compensation  for  the  damage 
done. 

5.  Then  write  reply  from  Bayne,  stating  that  he  has  since  found 
the  bill  for  the  picture  and  frame,  which  shows  the  original  cost  to 
have  been  $50;  that,  in  view  of  this,  he  cannot  assent  to  a  settlement 
upon  the  basis  suggested ;  that  he  must  insist  on  full  settlement, 
and  that  in  view  of  the  facts  presented,  they  must  now  surely  see  that 
his  claim  is  entirely  fair  and  just. 

6.  Then  write  letter  from  Western  Express  Company,  inclosing 
their  check  for  $50  in  settlement  of  claim. 

Exercise  93 

1.  You  have  received  a  letter  from  Timothy  Wells  &  Co.,  Plants- 
ville.  Conn.,  manufacturers  of  lunch  boxes,  offering  you  a  large  lot  of 
lunch  boxes  at  low  prices  and  on  favorable  terms.  Write  letter 
acknowledging  receipt  of  their  letter  and  thanking  them  for  their 
kind  offer.  Add  the  following :  you  do  not  believe  the  class  of  goods 
mentioned  is  capable  of  ready  sale  in  your  market;  an  attempt  to 
find  a  market  for  them  would  entail  considerable  outlay  for  advertis- 
ing, etc.  They  may  send  you  three  hundred  on  commission,  allowing 
you  to  use  your  own  discretion  as  to  the  methods  to  be  pursued  for 
their  sale ;  you  will  do  your  best  to  place  them  and  at  the  least  pos- 


MISCELLANEOUS  EXERCISES  169 

sible  expense  for  your  services  in  this  direction.  Your  charge  will  be 
but  twenty  per  cent  on  the  gross  price,  and  you  will  duly  render  an 
account  of  sales  monthly  until  the  lot  is  disposed  of. 

2.  Then  write  a  letter  from  Timothy  Wells  &  Co.,  acknowledg- 
ing receipt  of  your  letter  and  expressing  regret  at  learning  that  the 
present  does  not  seem  a  favorable  time  for  the  sale  of  their  lunch 
boxes.  They  are  disinclined  to  enter  upon  the  arrangement  sug- 
gested ;  but  as  their  stock  is  somewhat  large,  and  as  they  have  confi- 
dence in  the  goods  and  believe  that  they  are  salable  wherever  their 
merits  become  known,  they  take  pleasure  in  sending  three  hundred 
to  be  sold  (mention  terms)  as  per  accompanying  memorandum. 
They  say  that  if  these  samples  are  properly  distributed,  they  feel  sure 
they  will  influence  further  sales.  They  speak  of  having  orders  from 
the  South  and  West,  where  the  goods  have  been  well  advertised  and 
where  agents  have  represented  them  extensively.  They  close  with  the 
hope  that  you  will  do  your  best  on  this  lot  with  a  view  of  bringing 
about  a  permanent  business  in  the  goods. 

Exercise  94 

You  have  a  farm  of  180  acres  valued  at  one  hundred  and  fifty 
dollars  ($150)  per  acre,  situated  at  (state  place),  which  you  wish  to 
exchange  for  a  city  property.  The  farm  is  in  superior  condition,  free 
from  incumbrance,  and  has  a  good  title.  Write  to  Messrs.  Doyle  & 
Kipling,  Real  Estate  Agents  (give  an  address),  inquiring  as  to  the  pos- 
sibility of  making  an  exchange,  their  terms  for  transacting  the  busi- 
ness, etc.  In  case  they  undertake  to  make  the  exchange,  you  will  send 
all  needed  information,  maps,  descriptions,  etc. 

Exercise  95 

You  are  a  member  of  the  Board  of  Directors  of  the  United  States 
Insurance  Company.  It  has  not  been  convenient  for  you  to  attend 
the  meetings  of  the  board.  Your  interest  in  the  company  is  repre- 
sented on  the  board  by  your  son.  Write  a  letter  to  E.  H.  Greene, 
Esq.,  chairman  of  the  board,  tendering  your  resignation,  giving  rea- 
sons, and  expressing  the  hope  that  the  vacancy  occasioned  may  be 


170  COMMERCIAL  CORRESPONDENCE 

fiUed  to  the  advantage  of  the  company  by  some  one  who  can  person- 
ally attend  the  meetings. 

Exercise  96 

You  are  a  wholesale  merchant  in  Detroit,  Mich.,  and  have  confi- 
dential relations  with  Horace  Manly,  a  banker,  in  Columbus,  Ohio. 
Morgan  &  Westcott,  a  firm  in  Columbus,  have  asked  to  open  a  credit 
account  with  you.     Write  Mr.  Manly  for  necessary  information. 

Exercise  97 

Write  a  letter  of  at  least  one  hundred  words  to  a  friend,  on  the 
advantages  of  studying  commercial  correspondence. 

NOTIFICATION  LETTERS 

Exercise  98 

You  are  secretary  of  the  Columbia  Title  and  Trust  Company  of 
9th  and  G  Streets,  Washington,  D.  C.  An  annual  meeting  of  the 
stockholders  of  the  company  will  be  held  at  the  office  of  the  company 
on  Monday,  November  16,  at  3.30  p.m.,  at  which  time  an  election  will 
be  held  for  five  directors  to  serve  for  three  years,  and  one  director 
to  fill  the  unexpired  term  of  Frank  T.  Buell  for  one  year.  Prepare 
notice  to  be  sent  to  the  stockholders. 

Exercise  99 

You  are  secretary  and  treasurer  of  the  Schuylkill  Navigation 
Company,  37  Broadway,  New  York.  The  Board  of  Managers  has 
this  day  declared  a  dividend  of  three  per  cent  (3  %)  ($  1.50  per  share) 
on  the  capital  stock  of  the  company,  being  dividend  No.  112,  payable 
(insert  a  date  two  weeks  later  than  date  of  notice)  to  the  stockholders 
as  registered  upon  the  books  of  the  company  at  date  of  notice. 

Prepare  notice  to  be  sent  to  stockholders,  adding  that  checks  will 
be  mailed. 

Exercise  100 

Write  a  notification  dated  the  5th  of  the  month  to  be  sent  to 
Messrs.  Armstrong  &  Lee,  Williamsport,  Pa.,  informing  them   that 


MISCELLANEOUS  EXERCISES  171 

your  traveling  salesman,  Mr.  Frank  Chandler,  will  call  upon  them 
on  or  about  the  15th,  when  the  favor  of  their  orders  is  respectfully 
requested. 

Exercise  101 

At  the  request  of  William  H.  Baker,  vice  president  of  the  Postal 
Telegraph  Cable  Co.,  New  York  City,  you  send  to  William  H.  Deering 
(add  address)  a  copy  of  their  directory  code  with  Mr.  Baker's  com- 
pliments.    Write  notification  letter. 

Exercise  102 

You  have  this  day  made  draft  on  Samuel  Whitaker  (add  address) 
at  sight  for  $125,  which  is  in  settlement  of  bill  of  goods  shipped  two 
months  previous.  Write  letter  courteously  notifiying  him  to  be  pre- 
pared to  meet  the  same. 

Exercise  103 

James  M.  Wilson  resides  in  Louisville,  Ky.  He  subscribes  to  the 
Louisville  Courier-Journal.  He  will  spend  four  months  at  Hotel 
Poinciana,  Palm  Beach,  Fla.,  and  desires  the  Courier- Journal  to  be 
sent  to  him  during  that  time.  Write  letter  requesting  the  change 
of  address. 

Exercise  104 

Write  to  the  postmaster  of  your  city,  requesting  him  to  forward 
mail  for  a  specified  time  from to 

Note.  —  All  letters  changing  an  address  should  give  full  name 
with  the  old  and  new  address. 


CHAPTER  XIV 

LETTERS  OTHER  THAN  BUSINESS 

As  a  means  of  extending  social  intercourse  and 
increasing  happiness  the  possibilities  of  letter  writing 
are  not  fully  appreciated.  We  all  like  to  receive  let- 
ters ;  but  do  we  respond  as  often  as  we  should  ? 
When  our  friend  has  met  with  good  fortune,  or  is  bowed 
with  sorrow,  do  we  send  the  tender  message  which 
increases  his  joys  or  lessens  his  griefs?  We  should 
never  forget  to  write  the  considerate  letter  of 
thanks,  the  tactful  letter  of  explanation,  the  sym- 
pathic  letter  of  consolation,  the  heart-felt  letter  of 
congratulation,  the  cheery  and  gossipy  letter  of 
friendship. 

The  social  letter  is  a  true  index  of  the  culture, 
refinement,  though tfulness,  and  good  taste  of  the 
writer.  These  qualities  are  shown  in  the  penman- 
ship, in  the  quality  of  the  paper  used,  and  in  the 
general  tone  of  the  composition. 

The  social  letter  may  be  divided  into  the  informal 
and  the  formal.  The  informal  comprehends  all  vari- 
eties of  letters  of  friendship.     There  are  no  rules  for 

172 


LETTERS  OTHER  THAN  BUSINESS  173 

writing  the  letter  of  friendship.  Its  character  is  as 
varied  as  the  character  and  temperament  of  individ- 
uals. It  should  be  polite,  considerate,  ingenuous,  and 
natural.  If  natural,  it  will  not  only  be  the  expression 
of  the  writer's  thoughts  and  character,  but  it  will 
also  be  a  reflection  of  the  thoughts  and  character  of 
the  person  to  whom  it  is  written.  Convention  has 
established  some  rules,  however,  with  regard  to  the 
formal  note,  —  such  as  polite  notes  of  invitation, 
acceptance,  and  regret.  These  notes  should  be  written 
in  the  third  person.  They  have  no  heading,  no  intro- 
duction, and  no  conclusion.  If  the  address  of  the 
writer  and  the  date  are  not  omitted  altogether,  they 
are  written  below  the  body  of  the  note  at  the  left- 
hand  side.  The  year  is  usually  omitted,  and  the 
month  and  the  day  may  be  written  in  figures,  e.g.^ 
June  6,  or  as  is  shown  in  the  illustrations  on 
page  174. 

I  The  reply  to  an  invitation  should  always  carefully 
observe  the  formula  of  the  invitation  and  answer  it 
exactly.  The  reason  for  this  repetition  is  to  show 
that  the  invitation  is  perfectly  understood  and  that 
there  is  no  misunderstanding  as  to  time  or  place. 
When  written  in  the  third  person  it  should,  of  course, 
never  be  signed. 

The  informal  notes  shown  on  pages  176,  177,  178,  and  179 
are  facsimiles  of  autograph  letters  in  the  George  W.  Childs 
Collection,  Drexel  Institute. 


174  COMMERCIAL   CORRESPONDENCE 


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S^5 


f^J^f^ne^  d 


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'y^^. 


2/^  .Main/ ^^^ 


X 


^/9  ,M€u/iyJ^ee^ 


Oj 


z 


LETTERS  OTHER  THAN  BUSINESS  175 


/^^. 


S 


..J£f^aHdJ&d.%/m^^ 


^/ydta^j/uf'm^^ 


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176  COMMERCIAL  CORRESPONDENCE 

Exercise  105 

1.  Write  an  invitation  to  Mr.  and  Mrs.  William  Fielding  to  dine 
with  you  on  Wednesday  next,  at  eight  o'clock. 

2.  Write  an  acceptance  to  the  above  invitation. 

3.  Write  a  note  of  regret  to  the  above  invitation. 

4.  Miss  Charlotte  Brewster  is  to  give  a  whist  party  a  week  from 
Tuesday  at  eight  o'clock.  Write  her  invitation  to  Miss  Lavina 
Caldwell. 

5.  Write  Miss  Caldwell's  acceptance. 

The  letters  which  follow  show  the  characteristics  of 
celebrated  men  of  different  nationalities  in'' writing 
informal  notes. 


233  ^-^— j^--  ^o.w^  ///m 


d^c/^ 


LETTERS   OTHER  THAN  BUSINESS  177 


38. Berkeley  Square .W. 


/^^cX-^^     — 


oOvw^C-rl^ 


/C;;yu    -^ 


u-^^ 


h\x^      ^ 


t;^    Uw^^ 


Y 


^    .t^    p— 


AvV 


178  COMMERCIAL  CORRESPONDENCE 


^^l^^ut  JaaoL  i!^iKC  iS^coc£Li^cxcl.iir^ua^ 


LETTERS  OTHER  THAN  BUSINESS  179 


'X^  - 


( Ac'^^^^r^^   -J^    ^^.=0 


180  COMMERCIAL  CORRESPONDENCE 

Letters  of  Congratulation  and  Condolence.  To  write 
a  graceful  letter  of  congratulation  or  a  comforting 
letter  of  condolence  requires  both  kindly  instinct  and 
tact,  and  the  writer  must  have  a  delicate  and  sensi- 
tive appreciation  of  the  finer  feelings  of  life.  Such 
letters  should  not  be  studied  in  their  composition,  but 
sympathetically  spontaneous,  and  spring  from  a  heart 
which  is  glad  at  a  friend's  success,  or  sincerely  solici- 
tous of  his  sorrows  and  afflictions.  Engagements, 
marriages,  births,  and  deaths  are  always  events  of 
importance  in  the  families  of  our  friends,  and  it  is 
very  remiss  in  us  not  to  show  our  interest  in  them. 
The  kind  and  encouraging  expression  of  our  friends' 
approval  and  felicitations  upon  any  happy  event  in 
our  lives  augments  and  sweetens  our  own  gratifica- 
tion, and  their  sympathy  when  we  are  in  sorrow  com- 
forts us  and  revives  our  hope.  Unless  one  feels, 
how^ever,  that  his  letter  will  add  to  the  happiness 
of  the  recipient,  or  be  helpful  to  him  in  grief,  it 
should  not  be  written ;  otherwise,  it  comes  as  an  un- 
welcome intrusion  instead  of  a  messenger  of  joy  or 
peace. 

The  following  letters  are  introduced  for  the  pur- 
pose of  showing  how  some  masters  of  literature  have 
expressed  themselves  in  letters  of  congratulation  and 
condolence.  Such  letters  cannot  be  manufactured. 
They  can  be  written  only  when  one  is  glowing  with 
the  vivacious  spirit,  or  imbued  with  the  tender  and 


LETTERS  OTHER  THAN  BUSINESS  181 

sympathetic  mood.  They  are  produced  like  the 
improvisations  of  an  organist.  One  cannot  read 
these  masterpieces  without  having  his  sensibilities 
quickened  and  all  his  higher  emotions  gently  stirred. 
Such  letters  are  an  unfailing  source  of  inspiration. 

CONGRATULATION  ON  ANNOUNCEMENT  OF 
ENGAGEMENT 

George  Bancroft  to  Charles  Sumner 

Newport,  Sept.  15,  1886. 
My  dear  Sumner  : 

Though  you  may  think  I  come  tardily,  like  the  lame 
son  of  the  Israelitish  king,  yet  you  must  receive  with  a 
true  welcome  my  heart-felt  congratulations  on  the  im- 
pending change  which  is  to  make  of  the  rest  of  your 
life  a  romance  of  untold  happiness.  Love  in  very  young 
folks  is  so  natural  that  it  is  no  more  observable  than 
the  blending  of  two  drops  of  dew  into  one,  or  the  mixing 
of  two  tears,  or  the  junction  of  two  tiny  brooks,  or  any- 
thing else  that  may  be  charming  but  is  commonplace 
and  not  noteworthy  ;  but  when  a  man  of  mature  years, 
of  high  endowments,  of  the  most  varied  culture,  a 
robust  nature,  hardened  by  conflicts,  treading  the  paths 
of  ambition  with  energy  and  daring,  is  touched  by  the 
tender  passion,  love  gains  majesty  as  well  as  gentleness. 
To  feel  the  passion  of  love  in  its  full  force,  the  subject 
of  it  needs  to  liave  the  ripened  experience  of  an  active 
and  unblemished  character,  the  strength  of  a  powerful, 
complete,  and  undecaying  manhood. 

To  the  lady  in  whom  your  affections  have  found  a 
home  I  had  the  pleasure  of  being  presented  a  few  years- 
ago;  but  I  do  not  know  her  well  enough  to  justify  my 
writing  to  her  directly;  so  I  must  claim  of  you  to  be 
the  bearer  of  my  regard,  and  to  charge  her  to  include 


182  COMMERCIAL   CORRESPONDENCE 

me  henceforward  among  her  friends,  having  so  many 
years  been  included  among  yours.  I  hope  your  mar- 
riage will  prove  not  only  fraught  with  blessings  for  you 
and  for  her,  but  an  omen  of  peace  to  the  country,  in 
whose  history  you  have  gained  yourself  so  lasting  a  name. 
Mrs.  Bancroft  joins  in  all  I  have  written,  and  more. 
I  am  ever,  dear  Sumner,  most  faithfully  yours, 
GEORGE  BANCROFT. 


ANNOUNCING  THE  BIRTH  OF  A  CHILD 

Oliver  WendeU  Hohnes  to  Mrs.  Charles  W.  Upham 

March  9,  1841. 
My  dear  Ann: 

Last  evening,  between  eight  and  nine,  there  appeared 
at  No.  8  Montgomery  Place  a  little  individual  who  may 
hereafter  be  addressed  as 

Holmes,  Esq., 

or 

The  Hon. Holmes,  M.  C, 

or 
His  Excellency Holmes,  President,  etc., 

but  for  the  present  is  content  with  scratching  his  face 
and  sucking  his  right  forefinger. 

LETTERS  OF  CONDOLENCE 

William  Cowper  to  Joseph  Hill,  Esq. 

My  dear  Friend: 

To  condole  with  you  on  the  death  of  a  mother  aged 
eighty-seven  would  be  absurd;  rather,  therefore,  as  is 
reasonable,  I  congratulate  you  on  the  almost  singular 
felicity  of  having  enjoyed  the  company  of  so  amiable 
and  so  near  a  relation  so  long.    Your  lot  and  mine 


LETTERS  OTHER  THAN  BUSINESS  183 

in  this  respect  have  been  very  difEerent,  as,  indeed,  in 
almost  every  other.  Your  mother  lived  to  see  you  rise, 
at  least  to  see  you  comfortably  established  in  the  world ; 
mine,  dying  when  I  was  six  years  old,  did  not  live  to  see 
me  sink  in  it.  You  may  remember  with  pleasure,  while 
you  live,  a  blessing  vouchsafed  to  you  so  long ;  and  I, 
while  I  live,  must  regret  a  comfort  of  which  I  was  de- 
prived so  early.  I  can  truly  say  that  not  a  week  passes 
(perhaps  I  might  with  equal  veracity  say  a  day)  in 
which  I  do  not  think  of  her.  Such  was  the  impression 
her  tenderness  made  upon  me,  though  the  opportunity 
she  had  for  showing  it  was  so  short.  But  the  ways  of 
God  are  equal;  and  when  I  reflect  on  the  pangs  she 
would  have  suffered  had  she  been  a  witness  of  all  mine, 
I  see  more  cause  to  rejoice  than  to  mourn  that  she  was 
hidden  in  the  grave  so  soon. 

L.  Agassiz  to  Charles  Sumner 

Cambridge,  Oct.  2,  1867. 
My  dear  Sumner: 

You  have  my  deepest  and  truest  silent  sympathy. 
Ever  truly  your  friend, 

L.   AGASSIZ. 

LETTER  ACKNOWLEDGING  THE  RECEIPT  OF  A 
PRESENT 

Of  a  Barometer 
Oliver  Wendell  Holmes  to  James  T.  Fields 

21  Charles  Street,  July  6,  8.38  a.m. 
Barometer  at  30^^. 

My  dear  Friend  and  Neighbor  : 

Your  most  unexpected  gift,  which  is  not  a  mere  token 
of  remembrance,  but  a  permanently  valuable  present,  is 


184 


COMMERCIAL  CORRESPONDENCE 


making  me  happier  every  moment  I  look  at  it.  It  is  so 
pleasant  to  be  thought  of  by  our  friends  when  they  have 
so  much  to  draw  their  thoughts  away  from  us ;  it  is  so 
pleasant,  too,  to  find  that  they  have  cared  enough  about 
us  to  study  our  special  tastes  —  that  you  can  see  why 
your  beautiful  gift  has  a  growing  charm  for  me.  Only 
Mrs.  Holmes  thinks  it  ought  to  be  in  the  parlor  among 
the  things  for  show,  and  I  think  it  ought  to  be  in  the 
study,  where  I  can  look  at  it  at  least  once  an  hour  every 
day  of  my  life. 

I  have  observed  some  extraordinary  movements  of 
the  index  of  the  barometer  during  the  discussion  that 
ensued,  which  you  may  be  interested  to  see  my  notes  of  :  — 


Mrs.  H. 

Barometer. 

My  dear,  we  shall  of  course  keep  this 

beautiful  barometer  in  the  parlor. 

Fair. 

Dr.  H. 

Why,  no,  my  dear ;  the  study  is  the 

place. 

Dry. 

Mrs.  H. 

I'm  sure  it  ought  to  go  in  the  parlor. 

It's  too  handsome  for  your  old  den. 

Change. 

Dr.  H. 

I  shall  keep  it  in  the  study. 

Very  dry. 

Mrs.  H. 

I  don't  think  that's  fair. 

Rain. 

Dr.  H. 

I'm  sorry.     Can't  help  it. 

Very  dry. 

Mrs.  H. 

It's  —  too  —  too  —  ba-a-ad. 

Much  rain. 

Dr.  H. 

(Music  omitted.) 

'Mid  pleas-ures  and  paaal-a-a-c-es. 

Set  fair. 

Mrs.  H. 

I  will  have  it!     You  horrid  — 

Stormy. 

LETTERS  OTHER  THAN  BUSINESS  185 

You  see  what  a  wonderful  instrument  this  is  that  you 
have  given  me.  But,  my  dear  Mr.  Fields,  while  I  watch 
its  changes,  it  will  be  a  constant  memorial  of  unchanging 
friendship ;  and  while  the  dark  hand  of  fate  is  traversing 
the  whole  range  of  mortal  vicissitudes,  the  golden  index 
of  the  kind  affections  shall  stand  always  at  Set  Fair. 


CHAPTER   XV 


LETTER  FILING  AND  CARD  INDEXING 

System  is  the  key  that  unlocks  the  door  leading 
from  the  dingy  and  disorderly  office  of  the  past  to 
the  cheerful  and  methodical  office  of  the  present. 

In  correspondence,  nothing  is  more  conducive  to 
system  and  efficiency  than  good  filing. 

system  is  to  the  cor- 
respondent what  the 
dictionary  is  to  the 
student. 
It  will  — 

1.  Save  space. 

2.  Save  time. 

3.  Facilitate  the   han- 
dling of  details. 

4.  Increase  efficiency. 

The  filing  of  correspondence  is  a  very  important 
part  of  office  administration.  Every  day  the  business 
man  must  refer  to  letters  or  documents  that  have 
been  received  or  sent  out,  and  unless  he  has  some 
system  which  will  enable  him  to  find  them  quickly 
and  surely  his  efficiency  is  materially  decreased. 

Correspondence  Filing.  It  is  of  advantage  to  bring 
together,  in  one  folder,    all  letters    to  and  from  each 

186 


Figure  1. 


LETTER  FILING  AND   CARD  INDEXING 


187 


Figure  2. 


correspondent.  To  do  this  a  carbon  or  other  copy 
of  the  answer  is  placed  with  the  letter  it  answers  in 
the  same  folder,  as  shown  in  Figure  1. 


188  COMMERCIAL  CORRESPONDENCE 

These  folders  are  then  filed  vertically  in  a  cabinet 
drawer.  After  letters  are  filed  they  should  be  in- 
dexed, in  order  that  they  may  be  located  at  any 
time^  quickly,  and  surely. 

Indexing  may  be 

1.  Alphabetical. 

2.  Numerical. 

3.  Geographical. 

Alphabetical  Filing  is  the  most  direct  method  of 
filing  papers,  and,  where  the  correspondence  is  not 
too  extensive,  it  is  the  simplest  and  best. 

A  folder  is  assigned  to  each  correspondent,  whose 
name  is  written  on  the  tab  of  the  folder.  The  fold- 
ers are  then  filed  alphabetically  with  alphabetical 
guides.     (See  Figure  2.) 

When  the  number  of  folders  is  very  large,  each 
alphabetical  division  may  be  subdivided,  as  shown  in 
Figure  2.  These  subdivided  guides  assist  in  locating 
the  names  of  correspondents,  as  words  at  the  top  of 
each  page  of  a  dictionary  assist  in  finding  words. 

The  letters  of  infrequent  correspondents  may  be 
filed  in  a  miscellaneous  folder  which  is  placed  at  the 
back  of  each  alphabetical  subdivision.     (See  Figure  3.) 

Suppose  a  letter  from  As  tor  &  Co..  is  to  be  filed. 
The  drawer  "  A "  in  the  cabinet  is  drawn  out.  If 
there  is  no  folder  for  "  Astor  &  Co."  the  letter  is 
placed  in  the  miscellaneous  folder  "  An."  If  the  cor- 
respondence  with  "  Astor  &  Co."  should  become  fre- 


LETTER  FILING  AND   CARD  INDEXING 


189 


quent,  an  individual  folder  should  be  made  out  in  the 
name  of  "  Astor  &  Co."  and  filed  in  its  proper  place. 

By  referring  to  Figure  2  it  will  be  seen  that  the 
tabs  of  the  folders  of  all  infrequent  correspondents 
are  located  on  the  right-hand  side  of  the  cabinet 
drawer.  This  position, 
therefore,  locates  the  fold- 
ers of  these  correspondents 
instantly. 

Numerical  Filing  re- 
quires in  addition  to  the 
folder  already  described  a 
card  index  as  shown  in 
Figure  4. 


Figure  3. 


Numerical  filing  is  carried 
on  as  follows  :  — 


(This  folder  "  An"  will  hold 
all  miscellaneous  letters  of  corre- 
spondents whose   names    begin 
A  letter  is  received  from    with  A,  and  whose  second  letter 
Frank  J.  Rice  for  the   first    is  one  occurring  between  n  and  ^ 

of  the  alphabet.) 
time.      Suppose    the    next 

unused  folder  is  420.  An  index  card  is  filled  out 
with  Rice's  name  and  address  and  the  number  420. 
(See  Figure  4.)  This  number  is  written  in  the  top 
corner  of  his  letter,  and  a  clerk  files  it  in  folder  420. 
(See  Figure  5.) 

All  subsequent  letters  received  from  Rice,  and  copies 
of  all  letters  sent  to  him,  are  marked  with  the  same 
number  and  placed  in  folder  420.  To  look  up  Rice's 
correspondence  you  turn  to  the  card  index  and  find 


190 


COMMERCIAL   CORRESPONDENCE 


Figure  4. 


FlGDBE  5. 


LETTER  FILING  AND   CARD  INDEXING 


191 


Figure  6. 


his  folder  is  420.  By  referring  then  to  folder  420, 
Rice's  complete  correspondence,  letters  and  answers, 
is  found  instantly.     (See  Figure  6.) 


192 


COMMERCIAL  CORRESPONDENCE 


Figure  7. 


LETTER  FILING  AND  CARD  INDEXING  193 

In  lines  of  business  where  territorial  conditions  are 
of  leading  importance,  correspondence  may  be  filed  on 
a  geographical  basis. 

The  plan  is  exactly  the  same  as  alphabetical  filing 
except  that  the  file  is  divided  by  guides  for  the  states 
and  subdivided  by  guides  for  tov^ns,  folders  being 
filed  alphabetically  behind  each  guide.     (See  Figure  T.) 


Figure  8. 

Correspondence  Transferring.  Correspondence  which 
is  out  of  date  is  removed  from  the  folders  at  con- 
venient intervals  and  filed  in  alphabetical,  numerical, 
or  geographical  order  in  a  transfer  file  or  in  transfer 
boxes.     (See  Figure  8.) 

The  contents  of  each  box  is  indicated  on  the  la- 
bels with    the    transfer    dates    "  From  to 


194 


COMMERCIAL   CORRESPONDENCE 


."     No   other  record  is  necessary.     Boxes 

may  be  numbered  consecutively  for  placement  on  the 
shelves. 

Follow-up  Letters.  Follow-up  letters  are  letters 
written  at  successive  intervals  to  obtain  new  cus- 
tomers. 

Names  and  addresses  of  persons  to  whom  follow-up 
letters  may  be  sent  are  generally  taken  from  directo- 
ries, or  secured  through  replies  to  a  "  catchy  "  adver- 
tisement. For  example,  something  is  offered  free  in 
the  advertisement,  and  at  the  end  will  appear  a 
printed  request  somewhat  as  follows  :  — 


Mail  to  address  below  your  FREE  booklet 
Name 


Address. 

Town 

State 


The  names  and  addresses  of  those  who  answer  the 
advertisement  are  entered  on  cards,  which  are  then 
filed  alphabetically  under  town  and  state.  (See  Fig- 
ure 9.) 

On  this  card  is  then  entered  a  record  of  the  adver- 
tising sent  out,  dates  of  letters  sent  and  received,  and 
dates  and  amounts  of  orders. 


LETTER  FILING  AND  CARD  INDEXING  195 


- 

P 

-' 

'•r,' 

i;'."- 

' — i 

SJW 

— 

— 

_w. 

jpi. 

-iit- 

jai^ 

..,    ....  ~, 

-^ 

^^. 

■k 

^5 

IE 

EZE 

— 

J^ 

r 

A  very  ingenious  method  of  indicating  at  once  the 
dates  when  cards  are  to  have  attention  is  by  means 
of  signals.     (See  Figure  10.) 


214S6789I0II  IZiir4  IS  r6  IT  ISI320U     b.314  lilt  11 2BZ9iO  3 

No.  C;ty  '-'      Stole 

30453.     XiaVlioXxJWXl Vcm/nX 


Figure  10, 


196  COMMERCIAL  CORRESPONDENCE 

Of  the  many  ways  of  using  these  signals  perhaps 
the  most  common  is  to  print  or  stamp  along  the  tops 
of  the  cards  dates  as  shown.  A  signal  placed  over 
any  number  indicates  that  the  card  is  to  have  attention 
on  that  date.  The  cards  wanted  for  each  day  are 
found  by  simply  taking  the  signals  in  the  row  for 
that  day. 

Signals  of  different  colors  are  used  to  distinguish 
different  classes,  e.g. :  in  a  follow-up  system,  red  for 
the  first  follow-ups,  green  for  the  second  follow-ups, 
yellow  for  the  third,  etc. 


CHAPTER    XVI 


POSTAL  INFORMATION 


(Revised  to  August  15,  1913) 

The  Growth  of  the  Post  Office.  From  the  earliest 
ages,  governments  have  regarded  posts  as  one  of  their 
exclusive  privileges,  to  be  controlled,  granted  away, 
and  revoked  as  necessity  demanded,  or  as  pleased  the 
v^hims  of  rulers.  It  is,  therefore,  not  surprising  that 
our  Constitution  provides  — 

"  That  Congress  shall  have  power  to  establish  post 
offices  and  post  roads." 

From  this  beginning  has  grown  that  well-nigh 
indispensable  institution  which  has  become  an  essen- 
tial part  of  our  government,  and  which  reaches  prac- 
tically every  house  in  the  land.  In  this  age  of  quick 
communication,  we  forget  how  great  has  been  the 
advance  in  a  hundred  years ;  in  1800,  for  example, 
the  time  required  to  exchange  mail  was  more  days 
than  it  takes  hours  at  present.  With  rapid  trans- 
portation and  present  post-office  facilities,  we  send 
forth  our  letters,  and  they  quickly  bring  us  news  of 
our  friends,  and  enable  us  readily  to  transact  business 
with  those  hundreds  of  miles  away. 

The  present  Post-office  Department  of  the  United 
States  is,  doubtless,  the  greatest  business  machine  in 

197 


198 


COMMERCIAL  CORRESPONDENCE 


POSTAL  INFORMATION  199 

the  world.  Considering  the  extent  of  territory  served, 
the  number  of  employees,  the  generally  ample  and 
satisfactory  facilities  afforded,  the  cheapness  of  its 
rates,  and  the  safety  and  certainty  with  which  it 
transmits  the  hundreds  of  millions  of  dollars  intrusted 
to  its  money  order  or  registered  mail  division,  the 
people  of  the  United  States  may  felicitate  themselves 
upon  the  success  of  this  great  enterprise.  As  no  other 
part  of  the  government  so  nearly  concerns  every 
individual  citizen,  it  is  incumbent  that  each  should 
be  jealously  interested  in  its  services  and  growth. 
'  The  growth  of  the  postal  service  is  much  more 
than  an  index  of  the  national  advance  in  population 
and  wealth ;  it  is  also  the  measure  of  a  marvelous 
intellectual  development.  The  service  is  a  colossal 
educational  agency,  quickening  the  mind  and  ener- 
gizing the  spirit  of  the  entire  people. 

BRIEF  HISTORY  OF  THE  POST  OFFICE 

The  following  is  a  summary  of  the  development  of 
the  post  office  in  the  United  States: —  a      .^-^ 

1639.  Post  office  established  in  Boston.  -^  ■'^^^^^!!^^ 

16  *^?    0^1672.  A  monthly  mail  to  Boston  established  by  the      '  (f 

S^^^^^^J^^  government  of  New  York. 

/"^J^        1692.  Postal  system  for  the  American  colonies  projected. 

^  r\f^^  1710.  Postal  system  for  the  American  colonies  estab- 

li^'^.'^y  lished. 

1717.  A  mail  route  put  in  operation  between  Boston, 
Mass.,   and  Williamsburg,   Va.,  transmitting 

^'^  ^    letters  in  four  weeks.  ^ 


200  COMMERCIAL  CORRESPONDENCE 

1737.     Benjamin    Franklin   made    deputy  postmaster- 
general  for  the  colonies. 

1753.     Franklin  becomes  deputy  postmaster-general  in 
America. 

1756.     Stages  carry  the  mails  between  Philadelphia  and 
New  York. 

1760.     Franklin  establishes  mail  coaches  from  Philadel- 
phia to  Boston. 

1775.     The  Continental  Congress  elects  Franklin  post- 
master-general. 

1777.  The  Continental  Congress  passes  a  resolution 
appointing  an  inspector  of  dead  letters. 
,  1782.  Rate  of  postage  fixed  by  Continental  Congress 
for  single  letters,  ranging  from  4.7  cents  under 
60  miles  to  14.8  cents  for  200  miles,  and  3.4 
cents  for  each  additional  hundred  miles. 

1794.     Letter  carriers  are  employed  at  the  discretion  of 
the  postmaster-general  to  deliver  letters  on  the 


t^M:^VS^M^^!^U>(^yaU.  n^ 


1810.  ^Ageherdl  post  office'ises&lifehedarw^  (7 

1829.  The  Postmaster-General  becomes  a  member  of  the 
President's  Cabinet. 

1832.  System  of  house-to-house  delivery  of  mail  intro- 
duced in  Washington,  called  penny-post  sys- 
tem; charge  for  delivery  of  letter  2  cents. 
One  postman  for  entire  city. 

1834.     Railroads  first  carried  the  mail. 

1839.     Modern  envelopes  for  letters  first  used. 

1847.     The  use  of  postage  stamps  authorized. 

1851.  Three  cents  per  half  ounce  for  distance  under 

3000  miles,  postage  prepaid,  becomes  the  rate 
of  letter  postage. 

1852.  Congress  passes   an  act  providing  for  stamped 

envelopes. 

1855.  Registration  of  letters  introduced. 

1856.  Prepayment  of  postage  made  compulsory. 


POSTAL  INFORMATION  201 

1858.  Street  letter  boxes  are  set  up  in  Boston.  In  the 
same  year  the  first  overland  mail  was  estab- 
lished from  St.  Louis  to  San  Francisco. 

1861.     Merchandise  admitted  to  the  mail. 

1863.  Uniform  rate  of  3  cents  established  irrespective 
of  distance.     Receiving  boxes  authorized. 

1863.  Free  delivery  of  letters  inaugurated  in  forty-nine 

cities. 

1864.  Money-order  system  established. 
1868.     Uniforms  authorized  for  letter  carriers. 

1872.  Free  delivery  by  letter  carriers  in  cities  of  50,000 
population. 

1872.  Order  of  postmaster-general    requiring   carriers 

to  wear  uniform. 

1873.  One-cent  postal  cards  made  their  appearance. 
1878.     Registration  (heretofore  restricted  to  first  class) 

to  take  in  all  classes  of  mail. 
1883.     Postage  of  first-class  mail  reduced  to  2  cents  per 

half  ounce. 
1885.     Special  delivery  system  authorized.    In  the  same 

year  letter  postage  reduced  to  2  cents  per  ounce. 
1893.     Fee  for  registration  reduced  to  8  cents. 
1896.     Rural  free  delivery  of  mail  established. 
1902.     Indemnity  for  registered  first-class  mail  not  to 

exceed  $25. 

1909.  Registry  fee  advanced  to  10  cents.     Indemnity  of 

domestic  registered  mail  of  the  first  class 
(sealed)  up  to  $50,  and  of  the  third  and  fourth 
classes  (unsealed)  up  to  $25. 

1910.  Postal  Savings  Bank  established.    (See  page  248.) 
1912.     Law  passed  providing  for  a  parcel  post  to  go  into 

operation  January  1,  1913.     (See  page  223.) 

Organization  of  the  Post  Office.  The  original  idea 
of  the  post  office  was  simply  the  transfer  of  letters 
and  periodicals.     From  time  to  time,  however,  there 


202  COMMERCIAL  CORRESPONDENCE 

have  been  added  what  may  properly  be  termed  legiti- 
mate extensions  of  this  function,  and  the  post  office 
now  in  its  organization  consists  of  several  divisions, 
the  principal  of  which  are :  Money -order  Division, 
Registry  Division,  Dead-letter  Office,  Special  Deliv- 
ery, Parcel  Post,  Free  Rural  Delivery,  and  Postal 
Savings  System. 

THE    MONEY-ORDER    DIVISION 

The  Money-order  Division  was  established  by  Act 
of  Congress,  May  17,  1864 ;  its  object  is  to  secure  safety 
im,  the  tromsfer  of  small  sums  of  money  through  the  mails. 
So  great  is  the  convenience  of  this  service  to  the  pub- 
lic that  over  $300,000,000  are  sent  annually  through 
this  department. 

Domestic  Money  Orders.  There  are  two  kinds  of 
money  orders,  —  domestic  and  international.  A 
money  order  is  issued  only  after  an  applicant  has 
properly  filled  out  an  application  for  a  money  order, 
such  as  is  issued  by  the  post  office.  There  are  two 
forms  of  application  blanks,  —  the  domestic  and  in- 
ternational. The  domestic  blank  is  used  in  applying 
for  money  orders  payable  in  the  United  States  (which 
includes  Guam,  Hawaii,  Tutuila  (Samoa),  Porto  Rico), 
or  payable  in  the  Bermudas,  British  Guiana,  British 
Honduras,  Canal  Zone,  Canada,  Cuba,  Hawaii,  Philip- 
pine Islands,  Shanghai,  and  Newfoundland.  The 
domestic  form  is  shown  on  the  opposite  page. 


POSTAL  INFORMATION 


203 


(Form  No.  6001) 

Post  ©fftce  department  No. 

THIRD     ASSISTANT    POSTMASTER    QBNERAI.  Stamp  of  IsSUing  Office 
DIVISION  OF  MONEY  ORDERS 


The  Postmaster 
will  insert 


DOLLARS 

CENTS 

here 

the  office  drawn  on,  when  the  office   named  by  the 

remitter  in  the  body  of  this  application  is  not  a  Money  Order  Office. 

Spaces  above  this  line  are  for  the  Postmaster's  record,  to  be  filled  in  by  him. 

Application   for    Domestic   Money   Order 


Amount 


Spaces  below  to  be  filled  in  by  purchaser,  or,  if  necessary, 
by  another  person  for  him. 


Dollars Cents 


Pay  to 
Order  of 


(Name  of  person  or  firm  for  whom  order  is  intended) 


Whose 
Address 

is        )  No,. 

Post 
Office 


.Street 


State. 


Sent  by. 


(Name  of  Sender) 


Address  ) 
of       J- 

sender   )  No. Street 

PURCHASER  MUST  SEND  ORDER  AND  COUPON  TO  PAYEE 


204  COMMERCIAL   CORRESPONDENCE 

On  the  back  of  this  application  slip  the  following 
matter  is  printed  :  — 


Fees  for  Money  Orders  drawn  on 
Domestic  Form 

Payable  in  the  United  States  (which  includes  Hawaii 
and  Porto  Rico)  and  its  possessions  comprising  the  Canal 
Zone  (Isthmus  of  Panama),  Guam,  the  Philippines  and 
Tutuila,  Samoa ;  also  for  Orders  payable  in  Bermuda, 
British  Guiana,  British  Honduras,  Canada,  Cuba,  Mexico, 
Newfoundland,  the  United  States  Postal  Agency  at  Shang- 
hai (China),  the  Bahama  Islands,  and  certain  other  Islands 
in  the  West  Indies  mentioned  in  Register  of  Money  Order 
Post  Offices. 

For  Orders  From  $  0.01  to  $    2.50       3  cents. 

From  -S  2.51  to  $    5.00       5  cents. 

From  $  5.01  to  $  10.00       8  cents. 

From  $10.01  to  ^  20.00       10  cents. 

From  .$20.01  to  $  30.00       12  cents. 

From  §30.01  to  $  40.00  .....  15  cents. 

From  $40.01  to  §  50.00       18  cents. 

From  §50.01  to  $  60.00       20  cents. 

From  §60.01  to  §  75.00       25  cents. 

From  §75.01  to  §100.00       30  cents. 

Memoranda  of  Issuing  Postmaster: 


Note.— The  maximum  amount  for  which  a  single  Money  Order  may  be  Issued  Is  $100. 
When  a  larger  sum  Is  to  be  sent  additional  Orders  must  be  obtained.  Any  number  of 
Orders  may  be  drawn  on  any  Money  Order  office;  but,  if  Orders  are  drawn  In  excess  of 
$200  on  any  one  day  upon  an  office  of  the  4th  class,  notice  of  the  fact  by  letter  (or 
Form  6037)  Is  to  be  promptly  sent  the  Department  by  the  Issuing  Postmaster  so  that 
provision  may  be  made  for  payment. 

Applications  must  be  preserved  at  the  office  of  Issue  for  four  years  from  date  of  issue. 

(Edition,  Jan.,  1911) 


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INDORSE  BELOW  THIS  UNC 


THE  AMOUNT  OF  THIS  ORO^ 


HOT  Accerr  order 


!o 


INFORMATION    FOR    THE    HOLDER. 

1.  SEND  THE  ORDER  AND  COUPON  TO  THE  PERSON  TO  WHOM- THE 
MONEY  IS  TO  BE  PAID. 

2.  DO  NOT  MULTILATE  THE  ORDER  OR  COUPON  OR  DETACH  THEM 
FRpM'EACH  OTHER,  OR  ALTER  THEM  IN  ANY  WAY. 

3.  IF  THE  HOLDER  DESIRES  TO  TRANSFER  THE  ORDER  TO  AN- 
OTHER PERSON,  HE  SHOULD  INDORSE  (T  IN  THE  SPACE  PROVIDED 
ABOVE, 

IF    NOT    PRESENTED   FOR    PAYMENT    BEFORE  THE  EXPIRATION    OF 

ONE  YEAR  FROM  the  last  day  of  the  month  in  which  issued, 

AN  ORDER  BECOMES  INVALID  BY  LAW,  AND  THE  OWNER  SHOULD 
PRESENT  IT  TO  THE  POSTMASTER  AT  A  MONEY  ORDER  OFFICE,  WHO 
WILL  PROMPTLY  FORWARD  IT  TO  THE  DEPARTMENT  WITH  AN  APPLICA- 
TION FOR  A  WARRANT  TO  BE  ISSUED  IN  LIEU  THEREOF  FREE  OF 
CHARGE. 


THE   ftEMITTER  SHOULD  WRITE   MERE  THE  NAWE  AND  THE  ADDRESS  OF  THE   PER- 
N    TO   WHOM    THE  ORDER   AND    COUPON   WERE    SENT: 


SENT  TO. 
ADDRESS. 
FOR 


205 


206  COMMERCIAL  CORRESPONDENCE 

The  blanks  are  filled  by  the  applicant,  and  the  slip 
is  handed  to  the  money -order  clerk  with  the  amount 
of  remittance  and  the  required  fee.  From  this  slip  the 
money-order  clerk  makes  out  the  money  order,  the  ob- 
verse and  reverse  sides  of  which  are  shown  on  page  205. 

The  applicant  should  read  the  money-order  applica- 
tion and  money  order  carefullj^,  as  they  have  printed 
on  them  all  necessary  information.  No  single  money 
order  shall  be  issued  for  more  than  flOO.  When 
one  desires  to  send  larger  sums  than  1100,  additional 
money  orders  must  be  obtained.  Banks  will  receive 
money  orders  on  deposit. 

Indorsement  of  Money  Order.  There  may  be  one 
indorsement  of  a  money  order.  More  than  one 
indorsement  invalidates  the  order,  and  the  holder, 
to  obtain  payment,  must  apply  in  writing  to  the 
Postmaster-General  for  a  new  order  in  lieu  thereof, 
returning  the  original  order. 

Loss  of  Money  Order.  In  the  event  of  loss  or 
destruction  of  a  money  order,  the  remitter,  payee,  or 
indorsee  may  make  application  through  either  the 
office  at  which  the  original  was  issued  or  the  office 
on  which  the  original  was  drawn,  for  a  duplicate 
to  be  issued  in  lieu  thereof.  Apply  to  the  postmaster 
for  the  form  of  application  for  duplicate.  No  charge 
is  made  for  the  issue  of  a  duplicate  order. 

Payment  of  Invalid  Domestic  Orders.  A  money  order 
becomes  invalid  if  not  presented  for  payment  within 


POSTAL  INFORMATION  207 

one  year  from  the  last  day  of  the  month  of  issue. 
Such  orders  will  be  paid  after  the  year,  however,  by 
warrants  of  the  Postmaster-General,  countersigned 
by  the  auditor  of  the  Post-office  Department. 

In  order  to  obtain  payment  of  the  amount  of  an 
original  or  duplicate  order  which  is  more  than  one 
year  old,  the  holder  must  present  the  same  to  the 
postmaster  of  any  money-order  post  office,  with  an 
application  for  a  warrant.  Upon  receipt  of  the 
application,  a  warrant  for  the  amount  of  the  original 
order  will  be  issued  upon  the  Treasury  of  the  United 
States.  This  will  be  granted  without  charge  to  the 
applicant  and  will  be  mailed  to  his  address. 

International  Money  Orders.  So  far  as  is  practi- 
cable, the  methods  of  transacting  domestic  money- 
order  business  are  employed  in  the  transacting  of 
international  money-order  business.  More  care  must 
be  exercised  by  the  applicant  in  filling  out  the  appli- 
cation blank  and  also  in  regard  to  the  payment  of 
such  orders  because  of  the  increased  liability  to  error 
arising  from  the  inability,  in  many  instances,  of  the 
persons  presenting  such  orders  to  speak  the  English 
language.  International  money  orders  may  be  sent 
only  to  countries  with  which  the  Postmaster-Gen- 
eral has  concluded  postal  treaties.  Money-order 
conventions  have  been  made  with  most  foreign 
countries.  Some  do  not  transact  money-order  busi- 
ness  as   part    of  their   postal    system ;    with   others 


I  Stamp  of  I 

I         Issuing  Office         I 


(No.  6701) 

ipost  ©ffice  department 

THIRD  ASSISTANT  POSTMASTER  GENERAL 

DIVISION   OF  MONEY  ORDERS 


.Vo. 


U.S.   MONEY 

Amount,  $ 

Amount,  $ 

Amount,  $ 


FOREIGN  MONEY 


Payable  in 


(I'oatnut^ter  will  write  on  this  line  "Great  Britain"  or  "Italy  "  etc.,  as  case  may  be.) 
(Space  above  this  black  line  is  for  the  Postmaster's  record,  to  be  filled  in  by  him.) 


(Spaces  below  this  black  line  are  to  be  filled  in  with  pen  and  ink  by  the  applicant,  or  by  some  person  for 


him  not  connected  with  the  post  office.) 


Application  for  International  Money  Order 


For  the  sum  of. 
and 


Payable  to 

(  Write  OH  this  line  name  qf  person  who  is  to  receive  the  money.) 

Town  (or  City)  of _, 

No ,  Street 


Residence  or 

place  of 

business  of 

the  person  to 

whom  the 

money  is  to 

be  paid. 


Sent  by 


Residence  or 

place  of 

business  of 

person  by 

whom  the 

money  is 

sent. 


County,  Canton,      \ 
Kreis  or  Department  J  • 

Province, 


Country, 


( If'rite  on  this  line  the  name  of  the  Remitter.) 

No ,    

Town  or  City, 

State  of 


(See  other  side.) 


208 


FEES  FOR  INTERNATIONAL  MONEY  ORDERS 

These  tables  of  fees  are  subject  to  change.     For  latest  information  on  the  subject,  see  U.  S. 
Postal  Guide  and  Monthly  Supplements 


DOMESTIC  RATES 
Table  No.  1 

WHEN  PAYABLE  IN  BAHAMAS, 
BERMUDA,  BRITISH  GUIANA, 
BRITISH  HONDURAS,  CANADA, 
CANAL  ZONE,  CUBA,  MEXICO, 
NEWFOUNDLAND,  THE  PHILIP- 
PINE ISLANDS,  THE  UNITED 
STATES  POSTAL  AGENCY  AT 
SHANGHAI  (CHINA)  AND  CERTAIN 
ISLANDS  IX  THE  WEST  INDIES, 
LISTED  IN  THE  REGISTER  OF 
MONEY  ORDER  OFFICES. 


The  Domestic  Form  must  be  used 
for  these  Orders. 


or  Orders  from 

$00.01  to 

$2.5C 

3  cents 

rom$2.51  to 

$5 

5  cents 

"     $5.01  to 

$10 

8  cents 

"  $10.01  to 

$20 

10  cents 

"  $20.01  to 

$30 

12  cents 

"  $30.01  to 

$40 

15  cents 

"   $40.01  to 

$50 

18  cents 

••   $50.01  to 

$60 

20  cents 

"   $60.01  to 

$75 

25  cents 

"  $75.01  to  $100 

30  cents 

INTERNATIONAL   RATES 


Table  No.  2 


WHEN  PAYABLE  IN  APIA,  AUS- 
TRIA, BELGIUM,  BOLIVIA,  CAPE 
COLONY,  COSTA  RICA,  DENMARK, 
EGYPT,  GERMANY,  GREAT  BRIT- 
AIN, HONDURAS,  HONGKONG, 
HUNGARY,  ITALY,  JAPAN,  LIBE- 
RIA, LUXEMBURG,  NEW  SOUTH 
WALES,  NEW  ZEALAND,  ORANGE 
RIVER  COLONY,  PERU,  PORTUGAL, 
QUEENSLAND,  RUSSIA,  SALVADOR, 
SOUTH  AUSTRALIA,  SWITZER- 
LAND, TASMANIA,  THE  TRANS- 
VAAL,   URUGUAY   AND   VICTORIA. 

Use   the    International  form  for 


these 

Orders 

For  Orders  from 

$00.01  to 

$2.5)  10  cents 

From  $2.51  to 

$5 

15  cents 

"     $5.01  to 

$7.50  20  cents 

"     $7.51  to 

$10 

25  cents 

"   $10.01  to 

$15 

30  cents 

"  $15.01  to 

$20 

35  cents 

••   $20.01  to 

.$30 

40  cents 

"  $30.01  to 

$40 

45  cents 

"  $40.01  to 

$50 

50  cents 

•'  $50.01  to 

$60 

60  cents 

"  $60.01  to 

$70 

70  cents 

"  $70.01  to 

$80 

80  cents 

"  $80.01  to 

$90 

90  cents 

"  $90.01  to  $100 

1  dollar 

Table  No.  3 

WHEN    PAYABLE    IN    ANY  OTHER 
FOREIGN   COUNTRIES 

Use  the  Intematimial  form  for 
these  Orders. 


For  Orders  from 

$00.01  to    $10 

From  $10.01  to  $20 
"  $20.01  to  $30 
"  $30.01  to  $40 
"  .$40.01  to  $50 
"  $50.01  to  $60 
"  $60.01  to  $70 
"  $70.01  to  $80 
"  $80.01  to  $90 
"     $90.01  to  $100 


10  cents 
20  cents 
30  cents 
40  cents 
50  cents 
60  cents 
70  cents 
80  cents 
90  cents 
1  dollar 


Observe  that  for  Orders  payable  In  the  countries  referred  to  in  Table  No.  1,  only  the  Domestic 
rates  are  to  be  charged  and  the  Domestic  forms  are  to  be  used. 

Take  notice  that  the  maximum  amount  for  which  a  single  Money  Order  may  be  drawn  in 
the  United  States  is  $100.00. 

There  is  no  limitation  to  the  number  of  International  Orders  that  may  be  issued,  in  one 
day,  to  a  Remitter,  in  favor  of  the  same  Payee. 


INSTRUCTIONS 


In  the  application  the  given  name  of  the  Remitter  and  Payee,  or  initials  thereof, 
should  precede  their  surnames  respectively.  If  the  payee  has  only  one  given  name,  it 
should  be  written  in  full,  if  known  to  the  Remitter.  For  example.the  name  John  Jones 
should  be  so  written,  and  not  J.  Jones.  The  given  name  or  names  of  a  married  woman 
should  be  stated,  and  not  those  of  her  husband.  For  example,  Mrs.  Mary  J.  Brown  should 
not  be  described  as  Mrs.  William  H.  Brown,  unless  her  own  given  names  or  the  initials 
thereof  are  unknown  to  the  Remitter.  Observance  of  these  rules  will  tend  to  prevent 
mistakes  and  delay  in  payment. 

Names  of  persons,  places  and  streets,  as  well  as  numbers  and  amounts,  should  be 
written  in  full,  and  in  the  plainest  manner  possible. 

The  Postmaster  must  refuse  to  issue  an  International  Order  payable  to  anj-^  person,  if 
the  surname  and  the  initial  letters  of  that  person's  given  names  are  not  furnished  by  the 
applicant,  unless  the  Payee  be  a  peer  or  a  bishop,  in  which  case  his  ordinary  title  is 
sufficient.  If  the  Payee  be  a  firm,  the  usual  commercial  designation  of  such  firm  will 
suffice,  such  as  "Baring  Bros.,"  "Smith  &  Son,"  "Jones  &  Co." 

If  the  name  and  address  of  the  Payee,  as  furnished  in  the  application,  cannot  be  tran- 
scribed accurately  at  the  issuing  office,  the  Remitter  should  be  requested  to  write  the  same 
in  his  own  language,  on  Form  6083,  which  should  be  attached  to  the  advice  and  forwarded 
to  the  Exchange  Office.  In  filling  out  the  Form  6088,  German  characters  may  be  used  ;  or, 
in  the  case  of  orders  payable  in  Russia  or  Greece,  Russian  or  Greek  characters  may  be 
employed,  but  the  use  of  Hebrew  characters  is  forbidden. 
lEdltion  February,  1911] 


209 


210  COMMERCIAL  CORRESPONDENCE 

negotiations  are  in  progress.  When  conventions  are 
concluded,  due  notice  of  the  details  thereof  are  given 
to  postmasters  at  offices  authorized  to  issue  interna- 
tional money  orders,  either  through  the  Postal  Guide 
or  by  circular.  At  present  money  orders  are  ex- 
changed direct  between  the  United  States  and  sixty- 
one  foreign  countries.  Through  indirect  exchange. 
the  United  States  reaches  many  other  countries  and 
places.  International  money  orders  are  issued  in  the 
following  manner :  upon  application  for  a  money 
order  a  blank  as  shown  on  page  208  is  furnished  to 
the  applicant. 

On  page  209  is  shown  the  back  of  the  application 
blank,  which  gives  full  instructions  for  the  guidance 
of  the  sender. 

From  the  written  application  the  postmaster 
makes  out  the  money  order  which  is  given  to  the 
purchaser.  The  purchaser  incloses  the  money  order 
in  an  envelope  and  mails  it  to  the  person  for  whom 
the  money  is  intended. 

THE    REGISTRY    SYSTEM 

On  July  1,  1913,  there  were  58,020  post  offices  in 
the  United  States  and  its  possessions,  Alaska,  Hawaii, 
Porto  Rico,  Samoa,  and  Guam  ;  of  these  54,781  issue 
and  pay  money  orders.  Consequently,  it  is  impos- 
sible to  send  money,  by  means  of  a  money  order,  to 
the  interior  and  less  inhabited  sections  of  the  United 


POSTAL  INFORMATION  211 

States.  If  one  wishes  to  send  money  to  a  district 
without  the  money-order  service,  the  registry  system 
of  the  post  office  offers  a  safe,  quick,  and  economical 
means  of  transmission.  The  registry  system  is 
coextensive  with  the  post  office  itself.  This  sys- 
tem was  established  by  Act  of  Congress,  March  3, 
1855. 

The  advantages  of  registering  mail  matter  are :  — 

1.  Its  increased  security,  delivery  being  prac- 
tically guaranteed. 

2.  The   returning  of   a  written   acknowledg- 
ment of  its  receipt  by  the  addressee. 

3.  Insurance   to  the  amount  of  $50  on  first- 
class  matter. 

An  indemnity  is   allowed  on  third-class    mail  (un-A 
sealed)  up  to  1 25.     Under  the  parcel  post  law  a  parcel  I 
may  be  insured  not  to  exceed  I  25  on  payment  of  a 
fee  of  five  cents,  and  not  to  exceed,  850  on  payment/ 
of  a  fee  of  tea  cents.  ^^-^   f^-^^^ra^l  'M^^.  /^  /^ 

How  to  register  Letters  and  Parcels.  The  letter 
or  parcel  to  be  registered  must  be  properly  addressed 
and  must  have  somewhere  on  the  outside  the  name 
and  address  of  the  sender. 

Mail  matter  for  registry  must  bear  the  required 
postage  in  addition  to  ten  cents  in  stamps,  ten 
cents  being  the  registration  fee.  The  letter  or  parcel 
is  then  delivered  to  the  registration  clerk,  who  will  give 


212  COMMERCIAL   CORRESPONDENCE 

a  receipt  for  it.     This  receipt  is  kept  by  the  sender. 
Below  is  an  illustration  of  the  kind  of  receipt  given. 

Registered  Letter  No ,  P.  0.,  Springfield,  Mass. 

Received ,  19__   ,  ©/_ 

a  Letter  addressed  to 

Frank  Payne,  P.M.,  per 


REGISTRY  RETURN  RECEIPT  sent ,  19 

Reg.  No From  Post  Office  at  SPRINGFIELD,  MASS. 

*Reg.  Letter  \  j^^^.„.^  ,^ 
Reg.  Parcel  (^^^^^^^^^^^ 

Post  Office  at 

After  obtaining  receipt  below,  the  Postmaster  will  mail  this  Card, 
w^ithout  cover  and  w^ithout  postage,  to  address  on  the  other  side. 

( ^LETTER 
RECEIVED  THE  ABOVE  DESCRIBED  REGISTERED  |  p^i^cEL 

(Sender's  name  on  other  bide.) 

Sign  on  dotted  lines 
to  the  right. 

When  delivery  is  made  to  other  | 
than  addressee,  the  name  of  both 
addressee  and  recipient  must  ap- 
pear. 


Erase  letter  or  parcel  according  to  which  is  sent. 


POSTAL  INFORMATION  213 

A  receipt,  similar  to  the  illustration  on  page  212, 
will  be  returned  from  the  person  to  whom  the  letter  or 
package  is  addressed  when  indorsed  "  receipt  desired." 

This  registry  receipt  is  returned  to  the  sender  by 
due  course  of  mail. 

A  person  may  by  a  written  order  duly  verified 
authorize  the  post  oihce  to  deliver  his  registered  mail 
to  another. 

When,  therefore,  the  sender  desires  a  registered  jpiece 
delivered  to  the  addressee  only,  he  must  so  indicate  hy 
an  indorsement  to  that  effect  upon  the  addi'ess  side  of  the 
letter  or  jparcel;  a  form  for  such  order  is,  "Deliver 
only  to  the  Addressee."  In  such  cases  the  receipt  of 
registered  mail  is  restricted  by  the  sender  to  the  per- 
son to  whom  it  is  addressed,  and  must  be  delivered 
to  no  one  else,  not  even  upon  the  addressee^ s  written 
order.  When  it  cannot  be  delivered  personally,  it 
must  be  returned  to  the  sender.  The  indorsement 
"  Personal "  does  not  restrict  delivery  of  a  registered 
letter  or  parcel  to  the  addressee  in  person. 

Receipts  from  the  addressee  of  foreign  registered 
mail  are  not  returned  unless  requested  by  the  sender 
at  the  time  of  mailing.  Request  should  be  indorsed 
on  the  envelope,  e.g.,  "  Return  receipt  demanded." 

Identification  is  required  where  the  applicant  for 
registered  mail  is  unknown. 

Reclaiming  of  a  Registered  Letter  or  Parcel.  A  reg- 
istered letter  or  parcel  may  be  reclaimed  or  recalled 


214  COMMERCIAL  CORRESPONDENCE 

by  the  sender  at  any  time  before  its  delivery,  upon 
compliance  with  the  following  requirements :  — 

1.  The  sender  must  furnish  satisfactory  proof  of  his 
identity  as  sender. 

2.  He  must  file  with  the  mailing  postmaster  a 
written  request  for  the  return  of  the  letter  or  parcel, 
giving  name  and  address  of  sender,  name  and  address 
of  addressee,  and  the  registry  number  of  the  letter  or 
parcel  to  be  recalled. 

3.  He  must  pay  all  expenses  incident  to  the  recovery 
of  the  registered  letter  or  parcel. 

Indemnity  for  Lost  Articles.  Every  registered  let- 
ter (or  sealed  parcel  prepaid  at  the  letter  rate)  mailed 
and  deliverable  in  the  United  States  is  insured  against 
loss  up  to  §50,  and  every  registered  article  mailed  here 
and  addressed  to  any  foreign  country  embraced  in  the 
Universal  Postal  Union  is  insured  against  loss,  except 
in  cases  beyond  control,  for  its  value  up  to  50  francs 
(approximately  110). 

Notwithstanding  that  the  post  office  is  responsible 
only  to  the  extent  of  |50,  it  is  much  safer  to  send 
valuable  mail  matter  through  the  registry  division 
than  in  the  ordinary  manner ;  in  its  transmission, 
registered  matter  is  given  special  care,  and  should  the 
letter  or  parcel  be  lost,  there  is  a  greater  likelihood 
of  its  recovery. 

The  increased  security  given  to  registered  matter,  is 
obtained  by  the  use  of   a  distinctive    cover  for   the 


POSTAL  INFORMATION  215 

matter,  by  its  retention  in  special  custody,  and  by  a 
system  of  records  and  receipts  showing  every  transfer 
of  it  after  mailing;  by  the  latter  means  it  may  be 
traced  throughout  its  journey,  from  its  receipt  to 
its  delivery. 

The  safety  of  this  method  of  transmitting  money 
or  valuables  is  shown  by  the  fact  that  in  one  year,  out 
of  over  22,000,000  registered  pieces,  but  171  were 
irrecoverably  lost ;  and  for  the  latter  an  indemnity 
of  $654.18  was  paid.  The  failures  to  deliver  were 
slightly  more  than  one  thousandth  of  one  per  cent 
of  the  total  business.  It  is  doubtful  whether  any 
private  enterprise  in  the  world,  doing  business  of 
half  the  magnitude  of  the  registry  system,  can  boast 
of  such  a  record  for  safety  and  efficiency. 

Registry  at  Door.  The  letter  carrier  will  register 
packages  and  letters  at  the  door  of  any  house  he 
serves.  All  that  is  necessary  is  to  hand  a  properly 
prepared  letter  or  package  to  the  carrier  and  receive 
the  latter's  receipt  therefor.  This  applies  to  free 
rural  delivery  as  well  as  to  city  delivery.  The  sim- 
plicity of  the  transaction  is  evident,  and  it  places  the 
convenience  of  a  modern  city  bank  at  the  command 
of  a  large  population  resident  in  villages  and  the 
country,  as  well  as  those  in  the  city  who,  for  any 
reason,  find  it  inconvenient  to  call  in  person  at  the 
bank. 

By  sending  additional  packages  each  of  |50  or  less, 


216  COMMERCIAL  CORRESPONDENCE 

one  may  transmit  large  sums  of  money  through  the 
post  office  and  thus  secure  the  guarantee  of  the 
United  States  government  for  safe  delivery. 

Claims  for  Indemnity :  How  made.  Claims  for  in- 
demnity must  be  made  within  one  year  from  the  date 
of  loss.  A  blank  form  of  application  for  indemnity 
may  be  obtained  from  the  postmaster  who  registered 
the  lost  piece.  Applications  for  indemnity  must  show 
the  following :  — 

1.  That  claim  for  indemnity  is  made  within  one 
year  from  date  of  loss. 

2.  It  must  give  a  correct  description  of  the  lost 
registered  piece,  together  with  the  particulars  as  to 
the  time  and  place  when  mailed. 

3.  The  sender  must,  in  the  form  of  an  affidavit, 
state  the  nature  and  value  of  the  contents  of  the 
lost  package,  the  name  of  the  owner,  the  fact  of 
the  loss,  and  that  no  compensation  or  reimburse- 
ment on  account  thereof  has  been  made. 

4.  The  owner  must  furnish  an  affidavit  as  to  his  own- 
ership of  the  lost  package  and  its  contents,  and  that  he 
believes  it  to  have  been  lost  in  the  mails. 

5.   The  amount  of  indemnity  must  be  plainly  written 
in  the  application. 

DEAD-LETTER    OFFICE 

Mail  that  cannot  be  delivered  from  any  cause 
whatever  is  called  «  dead  matter,"  and  if  there  are  no 
directions  for  its  return  to  the  sender,  such  mail  is  sent 
to  the  Dead-letter  Office  at  Washington,     Here  it  is 


POSTAL  INFORMATION  217 

opened,  and  if  the  address  of  the  sender  is  found  on  the 
inside,  it  is  returned  to  him,  otherwise  the  letter  is 
destroyed.  Therefore  donH  mail  letters  or  jpaekages 
without  ha/iiing  name  and  address  written  or  printed 
upon  the  upper  left-hand  corner  of  the  envelope  or 
wrapper.  (Give  street  and  number  in  large  cities.) 
This  will  insure  prompt  return  if  not  delivered,  and 
will  prevent  mail  being  sent  to  the  Dead-letter  Office 
and  there  opened. 

"  Dead  Matter  '* :  How  treated.  Unclaimed  domes- 
tic letters  received  in  the  Dead-letter  Office  are 
opened  for  the  purpose  of  return  to  the  sender. 
Those  containing  inclosures  of  value  are  carefully 
recorded  and  returned  to  senders  or,  as  far  as  practica- 
ble, delivered  to  the  parties  to  whom  addressed  ;  this 
is  done  without  application.  Letters  which  do  not 
contain  inclosures  of  value  are  not  preserved,  and  no 
record  of  them  is  kept.  They  are,  as  soon  after  their 
receipt  as  the  business  of  the  office  will  permit,  re- 
turned to  senders,  when  the  letters  disclose  the  names 
and  addresses  of  such  senders.  When  the  names  of 
writers  do  not  appear,  or  their  addresses  are  incom- 
plete, the  letters  are  immediately  destroyed.  Letters 
containing  money  or  other  articles  of  value  which 
have  failed  of  restoration  to  the  owner  are  placed 
on  file  to  await  application.  Those  containing  money 
may  he  reclaimed  within  four  years. 

Parcels    of  inerchandise  are    held   one   year,  if  not 


218  COMMERCIAL   CORRESPONDENCE 

sooner  delivered,  and  are  then  sold  at  auction.  Unad- 
dressed  parcels  and  such  articles  as  are  found  loose  in 
the  mails  and  received  at  the  Dead-letter  Office  more 
than  six  months  prior  to  the  annual  sales  are  included 
in  such  sales.  Newspapers,  pamphlets,  periodical  pub- 
lications, unless  of  special  value,  catalogues,  advertis- 
ing matter,  etc.,  are  not  preserved  or  recoi'ded. 

Registered  matter  is  carefully  recorded  and  may  be 
traced.  In  applying  for  such  matter,  full  particulars, 
address,  registered  number,  date  of  mailing,  date  of 
sending  to  Dead-letter  Office,  if  known,  and  office 
from  which  sent,  should  be  stated. 

Ordinary  foreign  letters  are  not  retained  or  opened, 
but  are  returned  to  the  countries  in  which  they  origi- 
nated, and  no  record  of  them  is  kept.  Foreign  regis- 
tered letters  and  parcels  of  merchandise  are  recorded 
and  ma}^  be  traced. 

Letters  addressed  care  of  hotels,  undelivered  and 
sent  to  the  Dead-letter  Office,  may  be  traced,  and 
their  disposition  ascertained  from  the  lists  which 
accompany  them ;  but  in  all  other  respects  they  are 
treated  like  other  unclaimed  letters,  as  described 
above.  The  addresses  of  letters  imperfectly  directed 
are  corrected  as  far  as  possible,  and  the  letters 
forwarded  to  destination  unopened.  The  larger 
number  are,  however,  opened  and  treated  as  in 
other  cases. 

Letters  and  parcels  mailed  without  addresses  are 


POSTAL  INFORMATION  219 


Delivered  unopened  at  82  Berry  St.,  Olean,  N.  Y. 

immediately  opened    and  treated    as  other  forms  of 
"dead  matter." 

In  applying  for  letters  with  valuables  inclosed,  care 
should  be  taken  to  describe  the  things  sought  and  to 


Delivered  Box  142,  Peekskill,  If^.Y* 


220  COMMERCIAL  CORRESPONDENCE 


Delivered  at  36  Van  Wmkle  Ave.,  Jersey  City,  N.J. 

furnish  full  particulars  as  to  place  and  date  of  mail- 
ing, etc.  These  particulars  are  indispensable,  and,  if 
furnished  in  the  first  instance,  will  save  time. 

The  Dead-letter  Office  delivers  to  ov^ners  unopened 


Delivered  c/o  Oliver  Ditson,  Boston^  Mass. 


POSTAL  INFORMATION  221 

over  one  million  pieces  a  year,  and  about  two  million 
and  a  half  opened  letters  and  parcels.  The  facsimiles 
on  pages  219,  220,  and  221  show  the  character  of  the 
acldresses  or  lack  of  addresses  on  thousands  of  the  let- 
ters which  reach  this  office.       Insufficient  and  undeci- 


Ueilvered  at  Duck  Creek,  N.C. 

pherable  as  these  addresses  are,  the  clerks  in  the  Dead- 
letter  Office  have  developed  a  peculiar  aptitude  in 
interpreting  them.  Nearly  fifty  thousand  letters 
reach  this  office  annually  with  no  addresses  whatever. 
How  to  recover  Lost  Mail  Matter.  Write  to  the  First 
Assistant  Postmaster-General  (Division  of  Dead  Letters), 
Washington,  D.  C,  giving  the  following  particulars  con- 
cerning the  letter  or  package  which  has  been  lost:  — 

1.  How  it  was  addressed. 

2.  Who  was    the  writer  or  sender   (give  sender's 
full  address). 


222  COMMERCIAL  CORRESPONDENCE 

3.  At  what  place  it  was  mailed,  —  post  office, 
street  letter  box,  or  postal  car.  If  in  a  letter  box, 
give  the  location  of  such  box. 

4.  Who  mailed  it. 

5.  When  it  was  mailed  (give  date  as  nearly  as 
possible). 

6.  What  it  contained  (give  accurate  description 
of  contents). 

Dead-lettei  Office  Sales.  Annual  sales  of  merchan- 
dise are  held  at  Washington,  D.  C,  in  December.  An 
adequate  idea  of  the  variety  of  the  articles  which 
are  thus  offered  for  sale  can  only  be  obtained  by  a 
glance  at  one  of  the  catalogues  of  such  sales.  Here 
will  be  found  listed  books  for  all  tastes,  from  Fox's 
Martyrs  to  the  latest  novel ;  articles  ranging  in 
value  from  diamond  earrings  and  18-karat  gold-band 
wedding  rings  to  potato  mashers  and  toothpicks; 
and  objects  which  have  a  pathetic  interest  and  which 
suggest  the  mutability  of  life,  such  as  baby's  slippers 
and  shrouds. 

The  superintendent  of  the  Dead-letter  Office,  from 
his  experience,  advises  that,  — 

1.  Senders  should  place  their  names  and  ad- 
dresses upon  parcels. 

2.  Parcels  should  be  properly  inclosed  in  strong 
wrappers,  and  so  wrapped  that  they  may  be  exam- 
ined without  injury. 

3.  Parcels  should  be  securely  tied  so  as  to  pre- 
vent the  loss  of  any  of  their  contents. 


POSTAL  INFORMATION  223 

SPECIAL    DELIVERY    SERVICE 

For  more  expeditious  delivery  of  mail  matter 
than  the  ordinary  service  will  permit,  the  Postmas- 
ter-General established,  in  1885,  the  "  Special  Deliv- 
ery Service."  To  entitle  mail  to  the  privileges  of 
this  service  it  must  bear,  in  addition  to  the  usual 
postage,  a  ten-cent  special  delivery  stamp,  or  extra 
stamps,  to  the  value  of  ten  cents.  If  ordinary  stamps 
are  used  the  words  "  Special  Delivery "  should  be 
written,  preferably  directly  under  the  stamps.  The 
letter  or  parcel  with  special  delivery  stamp  will  receive 
special  attention,  and  will  be  delivered  by  special 
messenger  immediately  upon  arrival  at  destination. 
All  matter  (first,  second,  third,  and  fourth  class)  may 
be  sent  by  special  delivery. 

Special  delivery  matter  is  delivered  at  free  delivery 
offices  from  7  a.m.  to  11  p.m.,  and  at  all  other  post 
offices  from  7  a.m.  to  7  p.m.  It  is  also  delivered  at 
free  delivery  offices  on  Sundays,  and  at  all  other 
offices  if  they  are  open  on  Sundays.  Special  deliv- 
ery must  be  made  at  all  offices  on  holidays.  Special 
delivery  matter  may  be  registered. 

PARCEL    POST    LAW 

Hereafter  fourth-class  mail  matter  shall  embrace  all 
other  matter,  including  farm  and  factory  products, 
not  now  embraced  by  law  in  either  the  first,  second, 


224  COMMERCIAL   CORRESPONDENCE 

or  third  class,  not  exceeding  eleven  pounds  in  weight, 
nor  greater  in  size  than  seventy-two  inches  in  length 
and  girth  combined,  nor  in  form  or  kind  likely  to 
injure  the  person  of  any  postal  employee  or  damage 
the  mail  equipment  or  other  mail  matter  and  not  of 
a  character  perishable  within  a  period  reasonably 
required  for  transportation  and  delivery.     (See  p.  229.) 

For  the  purposes  of  this  section  the  United  States 
and  its  several  Territories  and  possessions,  excepting 
the  Philippine  Islands,  shall  be  divided  into  units  of 
area  thirty  minutes  square,  identical  with  a  quarter 
of  the  area  formed  by  the  intersecting  parallels  of 
latitude  and  meridians  of  longitude,  represented  on 
appropriate  postal  maps  or  plans,  and  such  units  of 
area  shall  be  the  basis  of  eight  postal  zones,  as  follows  :  — 

The  first  zone  shall  include  all  territory  within 
such  quadrangle,  in  conjunction  with  every  contiguous 
quadrangle,  representing  an  area  having  a  mean  radial 
distance  of  approximately  fifty  miles  from  the  center 
of  any  given  unit  of  area. 

The  second  zone  shall  include  all  units  of  area  out- 
side the  first  zone  lying  in  whole  or  in  part  within  a 
radius  of  approximately  one  hundred  and  fifty  miles 
from  the  center  of  a  given  unit  of  area. 

The  third  zone  shall  include  all  units  of  area  out- 
side the  second  zone  lying  in  whole  or  in  part  within 
a  radius  of  approximately  three  hundred  miles  from 
the  center  of  a  given  unit  of  area. 


POSTAL  INFORMATION  225 

The  fourth  zone  shall  include  all  units  of  area  out- 
side the  third  zone  lying  in  whole  or  in  part  within  a 
radius  of  approximately  six  hundred  miles  from  the 
center  of  a  given  unit  of  area. 

The  fifth  zone  shall  include  all  units  of  area  out- 
side the  fourth  zone  lying  in  whole  or  in  part  within 
a  radius  of  approximately  one  thousand  miles  from 
the  center  of  a  given  unit  of  area. 

The  sixth  zone  shall  include  all  units  of  area  out- 
side the  fifth  zone  lying  in  whole  or  in  part  within 
a  radius  of  approximately  one  thousand  four  hundred 
miles  from  the  center  of  a  given  unit  of  area. 

The  seventh  zone  shall  include  all  units  of  area  out- 
side the  sixth  zone  lying  in  whole  or  in  part  within  a 
radius  of  approximately  one  thousand  eight  hundred 
miles  from  the  center  of  a  given  unit  of  area. 

The  eighth  zone  shall  include  all  units  of  area  out- 
side the  seventh  zone. 

Zones.  The  map  on  page  226  illustrates  how  the 
zones  are  determined.  From  the  center  of  a  unit 
of  area  (which  is  approximately  35  miles  square) 

a  circumference  is  drawn  with  a  radius  of  50  miles, 

(1st  zone  approximately) 
another,  from  the  same  center,  with  a  radius  of  150  miles, 

(2d  zone  approximately) 
another,  from  the  same  center,  with  a  radius  of  300  miles, 

(3d  zone  approximately) 
another,  from  the  same  center,  with  a  radius  of  600  miles, 

(4th  zone  approximately) 


226 


COMMERCIAL  CORRESPONDENCE 


POSTAL  INFORMATION  227 

another,  from  the  same  center,  with  a  radius  of  1000  miles, 

(5th  zone  approximately) 

another,  from  the  same  center,  with  a  radius  of  1400  miles, 

(6th  zone  approximately) 

another,  from  the  same  center,  with  a  radius  of  1800  miles, 

(7th  zone  approximately) 

all  territory  beyond  the  7th  zone  comprises  the  8th  zone. 

The  area  included  in  each  circumference  indicates 
only  approximately  the  zone,  because,  if  the  circum- 
ference intersects  any  unit  of  area  in  the  least  degree, 
the  whole  of  that  unit  of  area  is  included  in  the  area 
circumscribed  by  the  circumference.  The  zones  are, 
therefore,  irregular  in  shape,  and  not  circular,  as 
might  be  supposed,  and,  in  each  case,  include  more  ter- 
ritory than  the  circle  includes. 

Wherever  the  unit  of  area  in  which  one  resides 
may  be  located,  the  center  of  that  unit  is  the  center  of 
the  1st  zone. 

The  same  place  may  therefore  be  in  the  1st,  2d,  3d, 
4th,  5th,  6th,  7th,  or  8th  zone,  depending  upon  the 
unit  of  area  from  which  the  zones  are  determined. 
For  example,  to  one  living  in  Philadelphia,  San 
Francisco  is  in  the  8th  zone  and  Philadelphia  in  the 
1st  zone ;  while  to  one  living  in  San  Francisco, 
Philadelphia  is  in  the  8th  zone  and  San  Francisco 
is  in  the  1st  zone. 

In  doubtful  cases  the  size  of  a  package  may 
be  quickly  and  easily  determined.  With  a  tape 
measure  six  feet  in  length,  measure  the  length  of  the 


228  COMMERCIAL   CORRESPONDENCE 

package,  and  with  so  much  of  the  measure  as  remains 
after  this  first  measurement,  measure  around  the 
thickest  part  of  the  package.  If  the  measure  goes 
round,  the  package  comes  within  the  postal  require- 
ments. 

The  cost  of  any  weight  of  package  to  any  point  in 
the  United  States  may  also  be  quickly  and  easily 
determined. 

For  instance,  suppose  we  wish  to  find  the  cost 
of  mailing  a  package  from  Philadelphia  to  Knox- 
ville,  Tenn.  Turning  to  the  parcel  post  guide  book, 
issued  by  the  government,  we  find  that  Knoxville, 
Tenn.,  is  in  unit  1727.  Referring  to  the  parcel  post 
map  of  the  United  States  we  find  that  Unit  No. 
1727  is  in  zone  4  from  Philadelphia ;  and  then  refer- 
ring to  the  rate  table  on  the  map  we  find  that  a 
one  pound,  or  two  pound,  or  three  pound,  etc., 
package  would  cost  eight,  fourteen,  twenty  cents,  etc., 
respectively. 

The  rate  of  postage  on  fourth-class  matter  weigh- 
ing not  more  than  four  ounces  is  one  cent  for  each 
ounce  or  fraction  of  an  ounce ;  and  on  such  matter  in 
excess  of  four  ounces  in  weight  the  rate  is  by  the 
pound,  as  stated  below.  The  postage  in  all  cases  must 
be  prepaid  by  postage  stamps  affixed. 

Except  as  provided  in  the  next  preceding  paragraph 
postage  on  matter  of  the  fourth  class  shall  be  prepaid 
at  the  following  rates  :  — 


POSTAL  INFORMATION  229 


Each 

FlKBT 

Additional 

TWBNTY 

Pound 

Two  Pounds 

Pounds 

Local  rural  route  and  city  delivery  .05 

.01 

.15 

Each 

FlKST 

Additional 

Twenty 

Pound 

Pound 

Pounds 

50-mile  zone  (first  zone)    .     . 

.     .05 

.01 

.24 

150-mile  zone  (second  zone)  . 

.05 

.01 

.24 

Eleven 
Pounds 

300-mile  zone  (third  zone)     . 

.07 

.05 

.57 

600-mile  zone  (fourth  zone)  . 

.08 

.06 

.68 

1000-mile  zone  (fifth  zone)    . 

.09 

.07 

.79 

1400-mile  zone  (sixth  zone)  . 

.10 

.09 

1.00 

1800-mile  zone  (seventh  zone) 

.11 

.10 

1.11 

Over  1800  miles  (eighth  zone) 

.12 

.12 

1.32 

The  limit  of  weight  of  parcels  for  delivery  within 
the  first  and  second  zones  is  20  pounds  ;  for  other 
zones  eleven  pounds.  The  table  on  this  page  gives 
the  rates  for  delivery  of  packages  on  local  routes  as 
well  as  the  rates  for  other  zones. 

By  paying  ten  cents  in  addition  to  the  regular 
postage,  parcels  may  be  insured.  The  form  of  insur- 
ance tag  used  is  shown  on  page  230. 

It  will  be  observed  that  the  insurance  tag  is  in 
three  parts.  One  part  is  given  to  the  sender  of  the 
parcel  as  a  receipt;  one  part  is  retained  by  the  post 
office  for  one  year ;  and  one  part,  upon  which  is 
written  the  name  and  address  of  the  addressee,  is 
attached  to  the  parcel. 


230 


COMMERCIAL  CORRESPONDENCE 


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When  the 
parcel  is  de- 
livered, the  tag 
is  detached,  post- 
marked, and 
filed  for  one  year 
by  the  post- 
master. A  mail- 
able parcel  on 
which  the  post- 
age is  fully  pre- 
paid may  be  in- 
sured against 
lossto  an  amount 
equivalent  to  its 
actual  value,  but 
not  to  exceed 
125,  on  payment 
of  a  fee  of  five 
cents,  and  to  an 
amount  equiva- 
lent to  its  actual 
value  in  excess 
of  125,  but  not 
to  exceed  $50, 
on  payment  of 
a  fee  of  ten  cents 
in  stamps,  such 


POSTAL  INFORMATION  231 

stamps  to  be  affixed.  The  amount  of  the  insur- 
ance fee  shall  be  placed  on  the  receipt  given  the 
sender  and  on  the  coupon  retained  at  the  mailing 
office. 

C.  0.  D.  packages.  "Collection  on  delivery"  ship- 
ments of  fourth-class  matter  may  be  sent  through 
the  mail  when  sent  from  and  addressed  to  an  office 
at  which  money  orders  are  issued,  provided  the  fol- 
lowing rules  are  observed  :  — 

1.  The  amount  of  C.  O.  D.  must  not  exceed  %  100. 

2.  Ten  cents  in  parcel  post  stamps  must  be  affixed  to 
the  package,  in  addition  to  the  regular  rate  of  parcel 
postage. 

3.  The  C.  O.  D.  tag  must  be  securely  attached  to  the 
package  and  must  show :  — 

(a)  The  amount  due  the  sender. 

(h)  The  money  order  fee  to  cover  remittance. 

(c)  The  total  amount  to  be  collected  (a  +  &). 

The  post  office  regulations  do  not  provide  for  an 
examination  of  the  contents  of  a  package  by  the  con- 
signee. It  will  be  insured  against  loss,  without  addi- 
tional charge,  in  an  amount  equivalent  to  its  actual 
value,  but  not  to  exceed  |50. 

FOREIGN    PARCEL    POST 

Admissible  Matter.  Any  article  admissible  to  the 
domestic  mails  of  the  United  States  may  be  sent, 
in    unsealed    packages,    by    "  Parcel    Post "    to    the 


232 


COMMERCIAL  CORRESPONDENCE 


following-named   countries    (but    to    those    countries 
only):  — 


Australia 

Ecuador 

New  Zealand 

Austria 

France 

Newfoundland 

Bahamas 

Germany 

Nicaragua 

Barbadoes 

Great  Britain 

Norway 

Belgium 

Guatemala 

Peru 

Bermuda 

Honduras  (British) 

Salvador 

Bolivia 

Honduras  (Republic  of) 

Sweden 

Brazil 

Hong  Kong 

The  Danish  West  Indies 

British  Guiana 

Hungary 

The  Netherlands 

Chile 

Italy 

Trinidad,  including  Tobago 

Colombia 

Jamaica 

Turks  Island 

Costa  Rica 

Japan 

Uruguay 

Denmark 

Leeward  Islands 

Venezuela 

Dutch  Guiana 

Mexico 

Windward  Islands 

Size  and  Weight  of  Packages.  A  package  must  not 
measure  more  than  3  feet  6  inches  in  length,  and  6 
feet  in  length  and  girth  combined,  except  that  pack- 
ages sent  to  Mexico,  Colombia,  and  Costa  Rica  may 
not  measure  over  2  feet  in  length.  The  weight  of  a 
single  package  is  limited  to  11  pounds,  except  that 
parcels  for  Germany,  Hong  Kong,  Japan,  Norway,  Bel- 
gium, Australia,  Sweden,  Denmark,  and  The  Nether- 
lands, must  not  weigh. more  than  4  pounds  6  ounces 
nor  exceed  f  50  in  value ;  and  a  parcel  for  Peru  or 
Ecuador  must  not  exceed  150  in  value. 

Postage  Rates-  Postage  must  be  prepaid  in  full 
by  stamps  affixed  at  the  rate  of  12  cents  a  pound  or 
fraction  of  a  pound,  except  that  on  packages  to  Chile 


POSTAL  INFORMATION  233 

and  Ecuador,  the  rate  is  20  cents  a  pound  or  fraction 
thereof.  A  registry  fee  of  10  cents  is  charged  in  addi- 
tion to  postage.  Letters  or  other  communications  in 
writing  must  not  be  inclosed  with  such  packages. 

Registration.  The  sender  of  a  parcel  addressed  to 
any  of  the  countries  named  on  the  preceding  page, 
except  Barbadoes,  Great  Britain,  and  The  Nether- 
lands, may  have  the  same  registered  by  paying  a 
registry  fee  of  10  cents,  and  will  receive  the  "  Return 
receipt"  without  special  charge  therefor,  when 
envelope  or  wrapper  is  marked  "  Return  receipt 
requested." 

Place  of  Mailing.  Matter  intended  for  Parcel  Post 
must  not  be  posted  in  a  letter  box,  but  must  be  taken 
to  the  post  office  and  presented  to  the  postmaster,  or 
person  in  charge,  for  inspection. 

Directions  on  Packages.  In  addition  to  the  name 
and  full  address  of  the  person  to  whom  sent,  the 
package  must  bear  the  words  "  Parcel  Post  "  in  upper 
left-hand  corner,  with  the  name  and  address  of  the 
sender. 

Prohibited  Matter.  Any  matter  which  is  declared 
unmailable  in  the  domestic  mails  is  also  denied  trans- 
mission as  "  parcel-post "  mail.     (See  page  239.) 

RURAL    FREE    DELIVERY    SERVICE 

Objects  and  Benefits.  The  object  of  rural  free  de- 
livery is  to  give  the  advantages  of  the  mail  delivery 


234  COMMERCIAL  CORRESPONDENCE 

to  rural  communities.  Its  benefits  are  obvious.  It 
broadens  the  thoughts  and  activities  of  country  people, 
and  arouses  their  interest  in  the  events  of  the  day. 
Nothing  is  doing  more  for  the  higher  and  more 
universal  education  of  the  rural  districts  than  are 
these  free  delivery  routes.  The  farmers  and  their 
families,  whose  conversation  previously  was  of  crops 
and  neighborhood  gossip,  now  talk  intelligently  of 
politics  and  matters  of  general  interest,  because  they 
receive  the  news  of  the  day  before  it  is  ancient  history. 
Business  becomes  brisker  and  pleasures  multiply  wher- 
ever the  R.  F.  D.  wagon  goes,  and  the  authorities  state 
that  few  changes  have  so  tended  to  improve  and  build 
up  outlying  districts  as  this  new  rural  mail  service. 

How  Established.  Those  who  desire  rural  free 
delivery  service  petition  the  Postmaster-General 
through  their  nearest  postmaster  for  its  establish- 
ment, and  if  Congress  has  made  the  necessary  appro- 
priation and  the  Postmaster-General  regards  the 
petition  favorably,  he  sends  a  government  inspector 
to  visit  the  town  or  village  from  which  the  petition 
has  been  received.  This  inspector  goes  over  the  ter- 
ritory carefully,  noting  the  roads  and  seeing  that  the 
service  is  needed  and  can  be  established  without  undue 
waste  of  money.  Then  comes  the  selecting  of  the 
carrier.  This  is  done  by  a  civil  service  examination. 
One  man  with  a  substitute  is  appointed  for  each 
route.     A  carrier  receives  1720  per  annum,  and  is  to 


POSTAL  INFORMATION  235 

hold  his  position  as  long  as  he  discharges  his  duties 
with  credit.  A  territory  to  obtain  rural  free  delivery 
should  have  at  least  five  hundred  persons  to  be 
served  with  mail. 

MISCELLANEOUS    INFORMATION 

Division  of  Mail  Matter  and  Rates  of  Postage.     All 

mailable  matter  for  local  delivery,  or  for  transmission 
from  one  place  to  another  within  the  United  States, 
or  to  or  from  or  between  Porto  Rico,  Hawaii,  the 
Philippine  Archipelago,  Guam,  Tutuila,  and  the  Canal 
Zone,  is  classified  as  domestic  matter,  and  is  divided 
into  four  classes  :  — 

First :  Written  and  sealed  matter,  postal  cards,  and  private  mailing 

cards. 
Second :  Periodical  publications. 
Third:  Miscellaneous  printed  matter  (on  paper). 
Fourth:   Merchandise;    all  matter  not  included  in  previous  classes. 

(See  Parcel  Post,  page  223.) 

Domestic  rates  and  conditions  apply  to  mail  matter 
addressed  to  the  United  States  Postal  Agency  at 
Shanghai,  China,  and,  with  certain  exceptions,  to 
that  sent  to  Canada,  Cuba,  Mexico,  and  the  Republic 
of  Panama.  The  domestic  rate  a})plies  also  to  letters^ 
but  not  to  other  articles,  addressed  to  Great  Britain, 
Ireland,  and  Newfoundland,  and  to  letters  for  Ger- 
many dispatched  only  by  steamers  which  sail  direct 
to  German  ports.     (See  also  table,  page  247.) 


236  COMMERCIAL  CORRESPONDENCE 


DOMESTIC    RATES    OF    POSTAGE 

Letters  to  any  part  (first  class) 2  cents  per  ounce  or  frac- 
tion thereof. 

Postal  cards  (first  class) 1  cent  each. 

Periodical  publications  (second  class)     .     .     1  cent  for  4  ounces  or 

fraction  thereof. 

Miscellaneous  printed  matter  (third  class)     1  cent  for  2  ounces  or 

fraction  thereof. 

Merchandise  (fourth  class) 1  cent  per  ounce  or  frac- 
tion thereof  not  ex- 
ceeding 4  ounces. 

Note.  Parcels  weighing  more  than  4  ounces  are  mailable  at  the 
pound  rates  under  the  parcel  post  system.     (See  page  229.) 

The  full  rate  applies  to  each  fraction  of  an  ounce,  e.g.,  a  letter 
weighing  one  and  one  eighth  ounces  costs  four  cents,  or  as  much  as 
one  weighing  two  ounces. 

First-class  matter  includes  letters,  postal  cards,  and  anything  sealed 
or  otherwise  closed  against  inspection,  or  anything  containing  writ- 
ing not  allowed  as  an  accompaniment  to  printed  matter  under  class 
three.  Postage  on  letters  should  be  fully  prepaid,  but  if  paid  for 
one  ounce  and  no  more,  they  will  be  forwarded,  and  the  amount  of 
deficient  postage  collected  on  delivery ;  if  wholly  unpaid,  or  prepaid 
less  than  the  rate  for  one  ounce,  such  letters  will  be  returned  to  the 
sender  if  he  is  located  at  the  place  of  mailing,  providing  his  address 
is  printed  or  written  upon  them ;  otherwise  the  addressee  will  be 
notified  to  remit  postage ;  and  if  he  fails  to  do  so,  they  will  be  sent 
to  the  Dead-letter  Office. 

Letter  rates  are  charged  on  all  productions  by  the  typewriter  or 
by  manifolding  process,  and  on  all  printed  imitations  of  typewriting 
or  manuscript,  unless  such  productions  are  presented  at  post  office 
windows  in  the  minimum  number  of  twenty  identical  copies  sepa- 
rately addressed. 

Letters  (but  no  other  class  of  mail  matter)  will  be  returned  to 
the  sender  free  if  a  request  to  that  effect  is  printed  or  written  on  the 


POSTAL  INFORMATION  237 

envelope.  There  is  no  limit  of  size  for  first-class  matter  fully  prepaid. 
The  limit  of  weight  is  four  pounds.  Rate,  2  cents  per  ounce  or  frac- 
tion thereof. 

Forwarding  Mail  Matter.  Prepaid  first  class  matter  may  be  for- 
warded any  number  of  times  without  additional  charge.  Second, 
third,  and  fourth  class  matter  requires  a  new  prepayment  of  postage 
every  time  it  is  forwarded. 

Second-class  matter  includes  all  newspapers,  periodicals,  or  matter 
exclusively  in  print  and  regularly  issued  at  stated  intervals,  and  as 
frequently  as  four  times  a  year ;  there  must  be  a  known  office  of  pub- 
lication and  actual  subscribers.  Second-class  matter  must  be  so 
wrapped  as  to  enable  the  postmaster  to  inspect  it.  The  sender's 
name  and  address  may  be  written  in  publications  going  as  second- 
class  matter,  but  any  other  writing  subjects  this  matter  to  letter 
postage.  Second-class  matter  is  entitled  to  special  delivery.  Postage 
must  be  prepaid  on  all  matter  of  this  class,  and  there  is  no  limit  of 
weight  or  size.  Rate,  one  cent  for  each  four  ounces  or  fraction  thereof. 
Publishers  sending  to  subscribers  are  given  a  rate  of  one  cent  a 
pound  or  fractional  part  thereof. 

Third-class  matter  includes  printed  books,  pamphlets,  engravings, 
circulars  in  print  (or  by  hectograph,  electric  pen,  or  similar  process, 
when  at  least  twenty  identical  copies,  separately  addressed,  are  mailed 
at  post  office  windows  at  one  time)  and  other  matter  wholly  in  print, 
proof  sheets,  corrected  proof  sheets,  and  manuscript  copy  accompany- 
ing the  same.  Manuscript  unaccompanied  by  proof  sheets  must  pay 
letter  rates.  Third-class  matter  must  admit  of  easy  inspection,  other- 
wise it  will  be  charged  letter  rates  on  delivery.  There  may  be  placed 
upon  the  blank  leaves  or  cover  of  any  book  a  simple  manuscript 
dedication,  or  inscription  not  of  the  nature  of  a  personal  correspond- 
ence. Matter  of  the  third  class  must  be  fully  prepaid,  otherwise  it 
will  not  be  forwarded.  The  limit  of  weight  is  four  pounds,  except  single 
books,  on  which  the  weight  is  not  limited.  This  matter  is  entitled  to 
special  delivery  when  special  delivery  stamps  are  affixed.  There  may 
be  inclosed  with-third  class  matter  without  changing  the  classification 
thereof  a  single  visiting  or  business  card ;  a  single  printed  order  blank, 
or  a  single   printed  combination   order  blank   and  coin   card  with 


238  COMMERCIAL  CORRESPONDENCE 

envelope  bearing  return  address,  or  a  single  postal  card  bearing  return 
address.  There  is  no  limit  as  to  size.  Rate,  one  cent  for  each  two 
ounces  or  fraction  thereof. 

Fourth-class  mail  matter  shall  embrace  all  other  matter,  including 
farm  and  factory  products,  not  now  embraced  by  law  in  either  the 
first,  second,  or  third  class,  not  exceeding  eleven  and,  in  some  in- 
stances, twenty  pounds  in  weight,  nor  greater  in  size  than  seventy- 
two  inches  in  length  and  girth  combined,  nor  in  form  or  kind  likely 
to  injure  the  person  of  any  postal  employee  or  damage  the  mail 
equipment  or  other  mail  matter  and  not  of  a  character  perishable 
within  a  period  reasonably  required  for  transportation  and  delivery. 

The  rate  of  postage  on  fourth -class  matter  weighing  not  more 
than  four  ounces  shall  be  one  cent  for  each  ounce  or  fraction  of  an 
ounce,  and  on  such  matter  in  excess  of  four  ounces  in  weight  the  rate 
shall  be  by  the  pound.     (See  page  229,  Parcel  Post.) 

Second,  third,  and  fourth  class  matter,  whenever  forwarded,  re- 
quire additional  postage  at  the  same  rate  at  which  they  were  origi- 
nally mailed.  Mail  matter  of  the  second,  third,  or  fourth  class  is  not 
returned  to  the  sender  if  undeliverable ;  but  if  it  is  of  obvious  value  the 
postmaster  must  notify  the  sender  that  it  cannot  be  delivered,  and 
give  him  an  opportunity  to  furnish  the  return  postage ;  or  in  the  case 
of  third  and  fourth  class  matter,  to  withdraw  the  matter,  if  he  so 
prefers,  from  the  mails  (either  himself  or  through  some  person 
authorized  by  him)  at  the  office  where  it  is  held,  upon  payment  of  1 
cent  postage  for  each  card  notice  sent  him. 

Any  person  who  knowingly  conceals  or  incloses  any  matter  of  a 
higher  class  in  that  of  a  lower  class,  and  deposits  or  causes  the  same 
to  be  deposited  for  conveyance  by  mail,  at  a  less  rate  than  would  be 
charged  for  both  such  higher  and  lower  class  matter,  is  subject,  for 
every  such  offense,  to  a  fine  of  not  more  than  one  hundred  dollars. 

Unmailable  Matter.  What  is  UnmailaUe.  Unmailable  matter 
includes  all  matter  which  is  prohibited  from  being  transmitted  in 
the  mails,  or  which,  by  reason  of  illegible,  incorrect,  or  insufficient 
address  of  person  or  office,  cannot  be  forwarded  to  destination  or 
delivered  to  the  person  for  whom  intended. 

Held  for  Postage.    Matter  insufficiently  prepaid.     This  includes 


POSTAL  INFORMATION  239 

domestic  matter  of  the  first  class  which  is  not  prepaid  at  least  one  full 
rate,  two  cents,  and  all  other  domestic  matter  not  fully  prepaid. 

Misdirected.  All  matter  illegibly,  incorrectly,  or  insufficiently 
addressed. 

Overweight.  All  matter  weighing  over  4  pounds,  except  second- 
class  matter,  single  books,  and  documents  printed  and  circulated  by 
authority  of  Congress  and  matter  sent  by  parcel  post  over  11  pounds, 
or  20  pounds  beyond  second  zone. 

Post  cards  bearing  particles  of  glass,  metal,  mica,  sand,  tinsel,  or 
other  similar  substances. 

Destructive.  Articles  which  are  of  a  harmful  nature  are  for- 
bidden the  mails.  Among  these  are  poisons,  explosives,  or  inflam- 
mable articles,  fruits  or  vegetable  matter  liable  to  decomposition, 
or  any  article  exhaling  a  bad  odor;  vinous,  spirituous,  and  malt 
liquors,  and  liquids  liable  to  explosion,  etc. 

Obscene  Matter. 

Lottery  Matter.  Lottery  matter  includes  letters  and  circulars 
known  to  be  concerning  lotteries,  so-called  gift  concerts,  or  other 
similar  enterprises  offering  prizes,  or  concerning  schemes  devised  and 
intended  to  deceive  and  defraud  the  public  for  the  purpose  of  ob- 
taining money  under  false  pretenses. 

Scuirilous  Matter.  Matter  which  is  defamatory  or  threatening 
written  on  a  postal  card  or  writing  on  an  envelope  which  is  calculated 
to  reflect  injuriously  upon  the  character  or  conduct  of  another  is 
termed  scurrilous. 

Penalty.  The  penalty  for  depositing  in  or  taking  from  the  mails 
for  the  purpose  of  circulating  or  disposing  of  any  obscene,  scurrilous, 
threatening,  or  lottery  matter  is  a  fine  not  exceeding  |5000,  imprison- 
ment at  hard  labor  not  exceeding  five  years,  or  both,  at  the  discretion 
of  the  court. 

Stamps.  Postage  stamps  are  issued  in  the  following  denominations : 
1,  2,  3,  4,  5,  6,  8,  10,  15,  and  50  cent,  1  dollar,  10  cent  special  delivery 
and  10  cent  registry. 

Stamps  cut  from  stamped  envelopes  are  valueless,  but  postmasters 
are  authorized  to  give  good  stamps  for  stamped  envelopes  or  news- 
paper wrappers  that  may  be  spoiled  in  directing,  if  they  are  presented 


240  COMMERCIAL  CORRESPONDENCE 

in  whole  condition,  and  with  satisfactory  evidence  of  not  having  been 
tised.  The  value  given  is  in  postage  stamps^  stamped  envelopes,  or  postal 
cards,  not  in  money. 

Books  containing  postage  stamps  interleaved  with  non-adhesive 
paper  are  issued.  The  books  are  made  up  of  1-cent  and  2-cent  stamps, 
and  cost  1  cent  more  than  their  postage  value.    That  is  :  — 

A  book  of  twenty-four  1-cent  or  twelve  2-cent  stamps  costs  25  cents. 

A  book  of  twenty-four  2-cent  stamps  costs  49  cents. 

A  book  of  forty-eight  2-cent  stamps  costs  97  cents. 

Stamped  Envelopes.  Stamped  envelopes  are  issued  by  the  Post- 
oflSce  Department,  and  are  known  as, — 

a.  "Ordinary,"  of  various  sizes,  qualities  of  paper,  and  denomi- 
nations, and  either,  "plain"  or  "printed,"  that  is,  bearing  a  blank 
return  request. 

h.  "  Special  request,"  bearing  a  printed  return  request,  with  name 
and  address,  hut  not  business. 

In  lots  of  500  or  more  the  government  prints  these  envelopes  free. 
They  are  sold  at  from  $  1  to  $1.20  per  thousand. 

Stamped  envelopes  are  issued  in  all  the  standard  sizes  with  stamps 
of  the  value  of  1,2,  4,  and  5  cents.  Envelopes  bearing  the  embossed 
stamps  do  not  stick  together  and  are  not  liable  to  be  missent,  as 
frequently  happens  where  ordinary  stamps  are  used.  Stamped 
envelopes  are  redeemable.  The  value  given  is  in  postage  stamps, 
postal  cards,  or  other  stamped  envelopes. 

Postal  Cards.  Postal  cards  are  the  cards  issued  by  the  Post- 
office  Department,  and  they  are  of  two  kinds,  viz. :  — 

a.  Single  cards,  1  cent. 

b.  Double,  2  cents  each. 

Postal  cards  (except  double  ones)  are  not  returned  if  undeliverable. 
They  are  sent  to  the  Dead-letter  Office.  Anything  but  the  address  upon 
the  address  side  of  a  postal  card  renders  it  subject  to  letter  postage. 

Postal  cards  "  uncanceled  "  are  redeemable  at  75  per  cent  of  their 
value  in  stamps,  postal  cards,  or  stamped  envelopes  or  paper. 

Postal  cards  to  foreign  countries  cost  2  cents  each. 

Double  cards  to  foreign  countries  cost  4  cents  each. 


241 


242  COMMERCIAL  CORRESPONDENCE 

Private  Mailing  Cards.  Since  July  1,  1898,  it  is  lawful  to  trans- 
mit by  mail,  at  the  postage  rate  of  a  cent  each,  payable  by  stamps  to 
be  affixed  by  the  sender,  and  under  such  regulations  as  the  Post- 
master-General may  prescribe,  written  messages  on  private  mailing 
cards,  such  cards  to  be  sent  openly  in  the  mails,  to  be  no  larger  than 
the  size  fixed  by  the  agreement  of  the  Universal  Postal  Union,  and 
to  be  approximately  of  the  same  form,  quality,  and  weight  as  the 
stamped  postal  card  now  in  general  use  in  the  United  States. 

How  to  recall  Letters.  It  sometimes  happens  that 
after  one  has  posted  a  letter  or  package  he  desires 
that  it  should  not  be  delivered.  Many  people  do  not 
know  that  a  recall  may  be  effected  before  the  final 
delivery.  The  post  office  permits  mail  matter  to  be 
withdrawn  or  recalled.  This  may  be  done  by  filling 
out  the  official  application  blanks  issued  for  that 
purpose.  There  are  two  blanks,  one  to  be  used  for 
the  withdrawal  of  mail  before  it  has  left  the  office 
of  mailing,  the  other  to  be  used  for  withdrawal  of 
mail  when  it  is  necessary  to  telegraph  to  the  post- 
master at  destination  to  intercept  and  return  the  mail 
in  question.  When  one  desires  to  recall  a  letter  or 
package,  he  should  fill  out  one  or  the  other  of  the 
blanks  and  file  it  immediately  with  the  postmaster. 
Copies  of  the  blanks  above  mentioned  are  shown 
on  pages  244  and  245. 

General  Delivery.  For  the  convenience  of  persons 
temporarily  sojourning  in  a  city,  or  for  those  whose 
address  is  not  certain,  the  post  office  has  established 
the  "  General  Delivery  "  through  which  letters  having 


POSTAL  INFORMATION  243 

as  a  part  of  their  address  the  words  "  General  De- 
livery," "  Transient,"  "  To  be  called  for,"  etc.,  indi- 
cating that  they  are  intended  for  transient  persons, 
are  delivered  on  application  and  after  proper  identifi- 
cation. Mail  intended  for  general  delivery  should 
have  that  fact  indicated,  otherwise  an  attempt  may 
be  made  to  deliver  it.  Such  letters  should  not  be 
addressed,  "  Care  of  the  Postmaster." 

THE    UNIVERSAL    POSTAL    UNION 

Increased  international  intercourse  has  made  it  de- 
sirable that  there  be  some  means  of  regulating  foreign 
postal  affairs.  For  this  purpose  the  Postal  Union 
was  formed.  The  aim  of  the  Union  is  to  have,  for 
purposes  of  international  and  mail  communication, 
a  single  postal  territory  embracing  the  whole  earth, 
with  uniformity  of  postal  charges  and  conditions  of 
international  exchange  for  all  descriptions  of  corre- 
spondence. Nearly  all  the  civilized  nations  are 
members. 

The  credit  for  the  formation  of  this  Union  belongs 
to  the  United  States,  as  the  first  idea  of  a  postal 
congress  was  suggested  here  in  1862.  The  first  and 
preliminary  meeting  took  place  in  Paris,  May  11, 
1863,  at  which  were  present  representatives  from 
Great  Britain,  France,  United  States,  Prussia,  Austria, 
Belgium,  Denmark,  Italy,  Costa  Rica,  the  German  Free 
Cities,  Spain,  Portugal,  The  Netherlands,  Switzerland, 


2U  COMMERCIAL  CORRESPONDENCE 

?Post  ©fficr,  &m  JFrancisco,  Cal 

Division  of  Distribution  and  Dispatch  of  Mails. 


191 

Postmaster,  San  Francisco,  Cal. 

Please  deliver  to  myself  or  bearer  a deposited  in 

about 191 

addressed  to 

and  described  as  follows : 


and  in  same  handwriting,  which  was  written  by  me  or  by  my  author- 
ity, and  which  I  do  not  desire  forwarded  to  the  addressee  for  the  fol- 
lowing reasons : 


{Address) 


RECEIVED, ,191     ,  of  the  Postmaster  at  San 

Francisco,  Cal. ,  the  above-described  letter  for  the  account  of  sender. 


(Address). 
Witness  : 


[Recall  of  letter  when  same  has  not  left  oflBce  of  mailing.] 


POSTAL  INFORMATION  245 


Post  ©ffice,  Boston,  JHass. 


191 

Postmaster,  Boston,  Mass. 

Please  recall  and  deliver  to  myself  or  bearer  a  letter  deposited  in 

about M.,  on 191 

addressed  to.- 


and  described  as  follows 


and  in  same  handwriting  as  this  application,  and  which  was  written 
by  me,  or  by  my  authority,  and  which  I  do  not  desire  delivered  to 
addressee  for  the  following  reasons  : 


It  is  hereby  agreed  that  if  the  letter  is  returned  to  me,  I  will  pro- 
tect you  from  all  claims  made  against  you  for  such  return,  and  will 
fully  indemnify  you  for  any  loss  you  may  sustain  by  reason  of  such 

action,  and  I  herewith  deposit  $ to  cover  all  expenses  incurred, 

and  will  deliver  you  the  envelope  of  letter  returned. 


(Address) 

RECEIVED, ,191    ,  of  the  Postmaster  of 

Boston,  the  above-described  piece  of  mail  matter  for  account  of  the 
sender. 


(Address) - 
Witness  : 


[Recall  of  letter  after  it  has  left  office  of  mailing.] 


246  COMMERCIAL   CORRESPONDENCE 

and  the  Sandwich  Islands.  Another  meeting  was 
necessary,  and.  the  Congress  reassembled  at  Berne, 
Switzerland,  September  15,  1874.  All  the  countries 
of  Europe,  the  United  States,  and  Egypt  were  repre- 
sented, and  a  treaty  was  signed  October  9,  from 
which  the  actual  organization  of  the  Postal  Union 
may  be  said  to  date.  A  central  office,  known  as  In- 
ternational Bureau  of  the  Universal  Postal  Union,  was 
established  at  Berne,  under  the  superintendence  of  the 
Swiss  Postal  Administration,  and  its  expenses  are  borne 
by  the  various  countries  composing  the  Union. 

Another  meeting  of  the  organized  Union  was  held 
in  Paris  in  May,  1878 ;  one  at  Lisbon,  February, 
1885  ;  one  at  Vienna,  May,  1891 ;  one  at  Washington, 
June,  1897  ;  and  one  in  Rome,  in  May,  1906.  Congresses 
are  held  when  a  demand  for  them  is  made  or  approved 
by  two  thirds,  at  least,  of  the  governments  in  the 
Union.  At  the  time  of  its  formation,  the  jurisdiction 
of  the  Postal  Union  extended  over  an  area  of  about 
14,294,000  square  miles  and  about  350,000,000  inhab- 
itants, while  the  Union's  present  operations  cover 
40,000,000  square  miles,  inhabited  by  no  less  than 
1,100,000,000  people.  The  rates  of  postage  applicable 
to  all  foreign  countries  are  as  follows :  — 

Cents 

Letters,  for  the  first  ounce  or  fraction  of  an  ounce 5 

And  for  each  additional  ounce  ot  fraction  of  an  ounce  ....    3 

Single  postal  cards  (including  souvenir  cards) ,  each .2 

Double  postal  cards  (including  souvenir  cards),  each 4 

Printed  matter  of  all  kinds,  for  each  2  ounces  or  fraction  of  2  ounces      .    1 


POSTAL  INFORMATION  247 

Cents 

Commercial  papers,  for  the  first  10  ounces  or  less 5 

And  for  each  additional  2  ounces  or  fraction  of  2  ounces         .        .        .    1 

Samples  of  merchandise,  for  the  first  4  ounces  or  less         .        ...    2 

And  for  each  additional  2  ounces  or  fraction  of  2  ounces        .        .        .1 

Registration  fee  in  addition  to  postage 10 

Letters  for  the  United  Kingdom  of  Great  Britain  and  Ireland  and  New- 
foundland (per  ounce  or  fraction  of  an  ounce) 2 

Letters  to  Germany  direct  (per  ounce  or  fraction  of  an  ounce)  .        .        .2 

Letters  to  Germany  via  Great  Britain  or  France,  for  the  first  ounce         .    5 

And  for  each  additional  ounce  or  fraction  of  an  ounce    ....    3 

Domestic  rates  apply  to  Hawaii,  Porto  Rico,  the  Philippines,  the  islands  of 

Guam  and  Tutuila,  the  "  Canal  Zone,"  and  the  city  of  Shanghai,  China. 


Exercise  106 

1.  Give  the  different  classes  of  mail  matter  and  a  general  descrip- 
tion of  each. 

2.  What  are  the  rates  of  postage  for  each  class,  and  how  must  the 
matter  be  prepared  to  entitle  it  to  its  particular  rate  ? 

3.  What  will  it  cost  to  send  the  following  articles  by  mail  in  the 
United  States? 

Three  letters  weighing  2^  ounces  each. 

One  package  of  newspapers  weighing  9  ounces. 

One  package  of  magazines  weighing  16^  ounces. 

One  book  weighing  8  pounds. 

One  registered  letter  weighing  3|  ounces. 

One  special  delivery  letter  weighing  2  ounces. 

One  package  of  merchandise  weighing  4  ounces. 

Three  letters  each  to  Berlin,  London,  and  Paris,  weighing 
2  ounces  each. 
^  4.   What  is  the  limit  of  size  and  weight  of  the  different  classes  of 
mail  matter? 

5.  Describe  the  method  of  sending  money  by  the  Money-order 
Department.     Give  its  advantages. 

6.  Describe  the  method  of  registering  letters  and  packages.     Give 
its  advantages. 

7.  To  what  extent  does  the  post  office  hold  itself  liable  for  the  loss 
or  destruction  of  registered  matter  ? 

%   How  is  the  claim  for  indemnity  made  ? 


248  COMMERCIAL  CORKESPONDENCE 

9.   Describe  in   detail  the    parcel  post  system  of    the   United 
States. 
^-^     10.   What  is  meant  by  the  Universal  Postal  Union  ? 

1 1 .  How  may  letters  be  recalled  ? 

12.  What  precautions  does  the  superintendent  of  the  Dead-letter 
Office  advise  to  secure  the  return  of  undeliverable  mail  matter? 

13.  Describe  the  advantages  of  the  special  delivery  service.  What 
entitles  one  to  the  benefits  of  this  service  ? 

14.  What  matter  is  unmailable? 

Exercise  107 

On  August  25,  of  the  present  year,  J.  H.  Haines,  of  121  W.  State 
Street,  Harrisburg,  Pa.,  mailed  a  package  at  the  letter  box  at  Second 
and  State  Streets,  Harrisburg,  which  contained  a  dark  brier  pipe  with 
an  amber  stem  inclosed  in  a  velvet-lined  box,  and  which  was  addressed 
to  William  Cox,  Atlantic  City,  N.J.  The  article  was  never  received. 
Haines  is  under  the  impression  that  it  had  insufficient  postage  on  it. 
Write  a  letter  to  the  First  Assistant  Postmaster-General,  Division  of 
Dead  Lettei*s,  Washington,  D.  C,  asking  whether  such  a  package  has 
been  received  at  that  office. 

POSTAL    SAVINGS    BANK 

An  act  of  June  25,  1910,  established  Postal  Savings 
Banks  in  the  United  States.  The  act  provides  for  a 
Board  of  Trustees,  consisting  of  the  Postmaster-Gen- 
eral, the  Secretary  of  the  Treasury,  and  the  Attorney- 
General,  v^ho  have  the  control,  supervision,  and  ad- 
ministration of  the  Postal  Savings  depository  offices. 

Accounts  may  be  opened  by  any  person  of  the  age 
of  ten  years  or  over.  On  opening  an  account  a  de- 
positor is  supplied  with  an  envelope  in  which  he  may 
keep  his  savings  certificates.  On  the  envelope  is 
printed  information  for  his  guidance,  and  also  a  blank 


POSTAL   INFORMATION  249 

ledger  record  on  which  to  keep  an  account  of  his 
deposits  and  withdrawals.  At  least  one  dollar,  or  a 
larger  amount  in  multiples  thereof,  must  be  deposited 
before  the  account  is  opened.  No  more  than  $100 
may  be  deposited  in  any  one  month. 

Postal  Savings  Cards,  costing  10  cents  each,  may 
be  used  for  saving  small  amounts.  Postal  Savings 
Stamps,  costing  10  cents  each,  may  be  purchased  and 
attached  to  the  Postal  Savings  Cards.  Nine  stamps 
so  attached  to  a  card  will  be  accepted  on  deposit  for 
11.00.  The  deposit  of  any  one  person  shall  not  ex- 
ceed 1500. 

Interest  is  paid  at  the  rate  of  2  per  cent  per  annum. 

The  depositor  may  surrender  his  deposit,  or  any 
part  thereof,  in  sums  of  $20,  $40,  $60,  $80,  $100,  and 
multiples  of  $100  and  $500,  and  receive  therefor 
United  States  coupon  or  registered  bonds,  paying  21 
per  cent. 

These  bonds  are  not  counted  as  part  of  the  maxi- 
mum of  $500  allowed  one  depositor.  They  are  exempt 
from  all  taxes,  United  States,  State,  municipal  and 
local. 


INDEX 


Abbreviations,  used  in  corre- 
spondence ;  general,  24  months, 
25 ;  states,  25,  26 ;  degrees,  26, 
27. 

Addison,  on  the  value  of  letter 
writing,  1. 

Address,  forms  of,  15. 

Addressing  envelopes,  48. 

Agent's  signature,  23. 

Alphabetical  filing,  188. 

Application,  letters  of,  134. 

Body  of  letters,  11. 

Business  circulars,  154. 

Business  letter,  composition  of, 
66;  elements  of,  67;  struc- 
ture of,  79. 

Cablegrams,  143. 

Capitalization,  rules  of,  29. 

Carbon  copy,  62. 

Card  indexing,  186. 

Circular  letters,  126. 

Claims  of  indemnity,  214. 

Clearness,  69. 

Codes,  143. 

Coherency,  73. 

Completeness,  73. 

Complimentary  close,  11. 

Composition  of  a  business  letter, 
66. 

Condolence,  letters  of,  180. 

Congratulation,  letters  of,  180. 

Contracts  by  mail  and  telegraph, 
148. 

Copies  of  letters,  carbon  copy, 
62;  press  copy,  61. 

Corporation  signatures,  19. 

Correspondence,  form  of  inter- 
course, 3  ;  importance  of,  4 ; 
how  handled,  60 ;  transferring, 
193. 

Courtesy,  79. 

Day  letter,  141. 
Day  message,  141. 


Dead-letter  Office,  216. 
Dead-letter  Office  sales,  222. 
Dead  matter,  how  treated,  217. 
Degrees,  use  of,  26. 
Destructive  mail  matter,  239. 
Division  of  mail  matter,  235. 
Domestic  money  order,  202. 

Elements  of  business  letter,  67. 
Envelopes,    addressing    of,    48; 

stamped,  240 ;  special  request, 

240. 
Exactness,  75. 

Figures,  rules  for  writing  in 
letters,  32. 

Filing,  alphabetical,  188;  nu- 
merical, 189 ;  geographical, 
193. 

First-class  matter,  236. 

Folding  letter  sheet,  53. 

Follow-up  letters,  194. 

Formal  notes,  174,  175. 

Forms  of  introduction,  saluta- 
tion, and  superscription  to 
government  officials,  44. 

Forms  of  letters,  business,  9; 
social  and  military,  12. 

Fourth-class  matter,  238. 

Franklin,  Benjamin,  119. 

General  delivery,  242. 
Geographical  filing,  193. 
Government    officials,    forms   of 

address,  44. 
Growth  of  post  office,  197. 

Hadley,    President,    remark    on 

letter  writing,  2. 
Heading  of  letter,  10. 

Inclosures,  letters  containing,  54. 
Incoming  letters,  61. 
Indemnity   for   lost   mail,    214; 

claims  for,  216. 
Individual  signature,  22. 


251 


252 


INDEX 


Informal  notes,  176, 177, 178, 179. 
Inquiry  and  information,  letters 

of,  82. 
Insured  parcel,  230. 
International  money  order,  207. 
Introduction,  letters  of,  113. 
Introduction  to  letter,  11. 
Invitations,  formal,  174,  175. 

Letter  filing,  186. 

Letters,  containing  inclosures, 
54;  of  inquiry  and  informa- 
tion, 82  ;  ordering  goods,  90 ; 
requests  for  payment,  99 ; 
•blackmailing,  104 ;  introduc- 
tion, 113;  recommendation, 
119;  circular,  126;  applica- 
tion, 134 ;  congratulation,  180 ; 
condolence,  180  ;  how  to  regis- 
ter, 211 ;  how  to  reclaim,  213. 

Limitati9ns,  Statute  of,  104. 

List  of  titles,  15 ;  abbreviations, 
24 ;  states,  25 ;  degrees,  26. 

Lost  mail,  how  to  recover,  221. 

Lottery  mail  matter,  239. 

Method,  77. 

Miscellaneous  hints,  63. 

Misdirected  matter,  239. 

Model  forms,  business,  9,  10; 
social  and  miUtary,  12,  13. 

Money  orders,  domestic,  202 ; 
indorsement  of,  206;  loss  of, 
206;  invalid,  206;  interna- 
tional, 207. 

Night  letter,  142. 

Night  message,  141. 

Notes,  formal,  174 ;  informal,  176. 

Numerical  filing,  189. 

Obscene  mail  matter,  239. 
Ordering  goods,  letters,  90. 
Outgoing  letters,  61. 

Paragraph,  38. 
Parcel  post  law,  223. 
Partnership  signature,  20. 
Payment,  request  for,  99. 
Penalty,  misuse  of  mail,  239. 
Postage,  rates  of,  domestic,  236 ; 
foreign,  246. 


Postal  cards,  threatening,  103; 
single,  240;  double,  240;  re- 
demption of,  240. 

Postal  savings  bank,  248. 

Post  office,  growth  of,  197 ;  his- 
tory of,  199 ;  organization,  201. 

Press  copying,  method  of,  61. 

Private  mailing  cards,  242. 

Punctuation,  rules  of,  34. 

Rates  of  postage,  domestic,  236 ; 

foreign,  246. 
Recall  of  letters,  242. 
Reclaiming     registered     letters, 

213. 
Recommendation,  letters  of,  119. 
Registry  at  door,  215. 
Registry  system,  210. 
Request  for  payment,  99. 
Rural  free  delivery,  233. 

Sales,  Dead-letter  Office,  222. 

Salesmanship  letters,  123. 

Salutation,  11. 

Scurrilous  mail  matter,  239. 

Second-class  matter,  237. 

Signatures  to  letters,  18. 

Special  delivery  service,  223. 

Special  request  envelopes,  240. 

Stamped  envelopes,  240;  re- 
demption of,  240. 

Stamps,  denominations  of,  239; 
books  of,  240. 

Statute  of  Limitations,  105. 

Stoppage  in  transitu,  156. 

Structure  of  letters,  79. 

Suggestions  to  teacher  and  stu- 
dent, 65. 

Technique  of  a  business  letter,  7. 

Telegrams,  140. 

Telegraph,  contracts  by,  148. 

Terseness,  69. 

Third-class  matter,  237. 

Titles,  use  of,  15. 

Transferring  correspondence,  193. 

Universal  Postal  Union,  243. 
Unmailable  matter,  238. 

Woman's  signature,  23. 

Zones,  225. 


nPHE    following    pages    contain    advertisements    of    a 
few  of  the   Macmillan    books    on    kindred    subjects 


Macmillan's  Commercial  Series 

Edited  by  CHEESMAN  A.  HERRICK 

President  of  Girard  College,  formerly  Director  of  School  of  Commerce 
Philadelphia  Central  High  School 

Each  volume  12mo.    Cloth 


Altmaier's  Commercial  Correspondence  with  Postal  Information 

A  simple,  practical  text-book  widely  used  with  great  success. 

BiGELow  &  Arnold's  Elements  of  Business  Arithmetic 

A  new,  practical,  elementary  treatment  of  the  subject  suitable  for  use 
in  the  last  years  of  the  grammar  school  or  the  first  years  of  the  high 
school  course. 

Bogle's  Comprehensive  Bookkeeping 

A  complete  manual  for  the  use  of  students  in  commercial  couraes. 
Blanks  and  a  Teachers'  Maniuil,  made  to  accompany  this  text  are 
available  at  moderate  prices,  and  these  books  form  a  good  working 
basis  for  the  commercial  course  in  secondary  schools. 

Herrick's  The  Meaning  and  Practice  of  Commercial  Education 

This  book  explains  the  purpose  and  describes  the  actual  working  of 
commercial  schools.  It  treats  commercial  education  from  various 
points  of  view,  and  shows  that  this  form  of  instruction  is  a  result  of 
present  economic  conditions  and  a  natural  step  in  our  national  de- 
velopment. An  appendix  supplies  a  number  of  curricula  for  schools  of 
various  grades,  and  there  is  a  serviceable  bibliography  of  the  subject. 

Herrick's  History  of  Commerce  In  preparation 

Thurston's  Business  Arithmetic  for  Secondary  Schools 

The  book  is  particularly  fitted  for  use  in  commercial  courses,  but  it 
may  be  used  in  any  practical  course  in  high  school  arithmetic.  It 
deals  with  processes  and  business  forms  used  in  modern  commercial 
practice. 

Trotter's  Geography  of  Commerce 

In  this  book  there  is  a  union  of  the  two  phases  of  thought  which  form 
the  basis  of  the  geography  of  commerce.  It  interprets  the  activities 
of  men  and  of  organizations  of  men  as  they  are  dependent  upon 
physical  conditions. 


THE  MACMILLAN  COMPANY 

64-66  FIFTH  AVENUE,  NEW  YORK 
BOSTON  CHICAGO  DALLAS  ATLANTA  SAN  FRANCISCO 


The  Geography  of  Commerce 

By  SPENCER  TROTTER,  M.D. 

Professor  of  Biology  and  Oeotogy  la  Swarthmore  College, 
Peansylvaala 

List  price,  $i.io 

This  book  is  the  first  volume  of  Macmillan's  Commercial  Series, 

of  which  it,  together  with  three  other  volumes,  forms  the  backbone.  The 
book  is  exceptionally  fortunate  as  well  as  unique  in  its  authorship. 
Dr.  Trotter  is  a  scientist  and  geographer  of  high  standing,  while  the  editor, 
Dr.  Herrick,  who  was  associated  with  him  in  the  preparation  and  revision 
of  the  manuscript,  is  a  trained  economist.  Both  are  experienced  and  suc- 
cessful teachers.  Moreover,  the  text  has  been  studied  by  high  school 
students,  and  the  matter  so  altered  as  to  bring  it  fairly  within  their  com- 
prehension. 

The  Geography  of  Commerce  gives  a  clear  presentation  of  the 
existing  conditions  of  trade.  Throughout  the  book  emphasis  is  laid  on  the 
relation  between  physiography  and  the  activities  and  the 
organizations  of  men.  In  dealing  with  other  countries  their  trade 
relations  with  the  United  States  are  given  special  prominence.  In  con- 
sidering the  causal  relations  of  physical  environment  to  men,  of  men  and 
environment  to  products,  and  of  products  to  trade,  there  is  given  a  unity 
that  makes  the  book  readily  adapted  for  class  use. 

Dr.  Trotter's  book  is  on  the  *•  practical  side  "  of  geography,  which, 
according  to  a  recent  statement  of  a  recognized  authority,  "  is  best  taught 
in  a  well-developed  course  of  commercial  geography  placed  after  earlier 
courses  on  general  geography  in  the  grades  and  a  course  in  elementary 
physiography  either  in  the  grades  or  in  an  early  high  school  year." 

The  book  is  furnished  with  a  working  equipment  which  is  as  com- 
plete as  possible.  The  subject  is  new,  and  it  has  been  thought  wise  to 
append  lists  of  books  for  further  consultation.  These  lists  are  meant  merely 
as  suggestions  as  to  some  of  the  available  newer  material.  Supplementary 
questions  and  topics  are  also  supplied. 


The  Macmillan  Company 

New  York  Boston  Chicago 

San  Francisco  Atlanta 


THE  MEANING  AND   PRACTICE  OF 

Commercial  Education 

By  CHEESMAN  A.  HERRICK,  Ph.D. 
Director  School  of  Commerce,  Philadelphia  Central  High  School 

List  price,  $1.25 

The  book  above  mentioned  was  prepared  to  explain  the  idea  and 
describe  the  actual  workings  of  commercial  schools.  It  treats 
commercial  education  from  various  points  of  view,  and  shows  that  this  form 
of  instruction  is  a  result  of  present  economic  conditions  and  a  natural  step 
in  our  educational  development.  The  author  shows  also  that  special  edu- 
cation for  the  present  commercial  age  fs  both  possible  and  desirable,  and 
that  such  education  will  gradually  bring  about  a  higher  form  of  commer- 
cialism. 

The  author  reviews  the  movements  to  furnish  commercial  education 
in  various  countries,  including  Germany  and  Austria,  France  and  Bel- 
gium, England  and  the  United  States.  The  treatment  of  each  country  is 
from  the  standpoint  of  general  education,  and  the  account  is  based  on  the 
latest  information.  For  the  United  States  a  series  of  chapters  are  devoted 
to  the  Private  Commercial  School,  the  High  School  of  Commerce,  the 
Curriculum  of  the  Secondary  Commercial  School,  and  the  Higher  School 
of  Commerce.  The  final  chapter  gathers  up  the  discussion  in  a  statement 
of  conclusions  and  recommendations. 

An  appendix  furnishes  a  goodly  number  of  curricula  for  schools  of 
various  grades   both  at  home  and  abroad.     The  value  of  the  work  is 
further  increased  by  a  select  bibliography  of  the  subject,  including  nearly 
three  hundred  titles,  which  will  be  found  of  no  small  service  by  both  stu 
dents  and  teachers. 


The  Macmillan  Company 

New  York  Boston  Chicago 

San  Francisco  Atlanta 


Business   Arithmetic    for   Secondary  Schools 

By  ERNEST  L.  THURSTON 
Assistant  Superintendent  of  Schools,  Washington,  D.C. 

Cloth,  i2mo,  illustrated,  431  pages.    List  price,  $1.00 


This  book  is  designed  for  use  in  those  schools  in  which  it  is 
desired  to  emphasize  the  practical  rather  than  the  merely  theoretical 
phases  of  the  subject.  The  principles  of  arithmetic  are  by  no 
means  neglected ;  in  fact,  the  simple  logical  development  and  state- 
ment of  these  principles  is  one  of  the  most  noteworthy  features  of 
the  book.  The  author  does  not  stop  here,  however,  but  goes  on  to 
show  how  arithmetic  is  used  in  the  actual  processes  of  business  life. 
The  book  not  only  furnishes  an  excellent  drill  in  arithmetical  prin- 
ciples and  processes,  but  it  introduces  the  student  to  business 
technique. 

Problems  are  original  and  vital  and  they  are  numerous  enough 
to  provide  abundant  practice  without  becoming  a  burden.  The  great 
variety  of  form  in  which  they  are  stated  serves  to  increase  interest 
and  to  emphasize  principles  rather  than  form  of  statement. 

Among  the  topics  of  common  interest  treated  are  rapid  adding, 
short  methods  in  multiplication,  averaging,  making  change,  house- 
hold expenses,  payment  for  service,  advertising,  aliquot  parts,  practi- 
cal measurements,  composite  units,  graphic  arithmetic,  insurance, 
savings  accounts,  bids  and  estimates. 

The  book  is  alive  from  beginning  to  end. 


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64-66  FIFTH  AVENUE 

BOSTON  NEW  YORK  CITY  DALLAS 

CHICAGO  ATLANTA  SAN  FRANCISCO 


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